Team Task Management

TaskPulse

Never Miss a Task Again

TaskPulse automates recurring task management for remote and hybrid team leads by instantly assigning, reminding, and tracking each task on a visual timeline. Eliminate missed deadlines and tedious follow-ups—see every team member’s workload and overdue item at a glance, ensuring crystal-clear accountability and effortless coordination with zero manual hassle.

Subscribe to get amazing product ideas like this one delivered daily to your inbox!

TaskPulse

Product Details

Explore this AI-generated product idea in detail. Each aspect has been thoughtfully created to inspire your next venture.

Vision & Mission

Vision
To empower every remote team worldwide with effortless, unparalleled accountability for recurring tasks and consistently outstanding collaboration.
Long Term Goal
By 2028, enable 100,000 remote teams to reduce missed recurring task deadlines by 30% and coordination time by 40%, setting a global benchmark for team accountability and productivity.
Impact
Cuts administrative coordination time by 40% and reduces missed deadlines by 30% for remote and hybrid team leads, ensuring real-time task ownership and clarity, increasing team accountability, and eliminating hours wasted on manual follow-ups for recurring project tasks.

Problem & Solution

Problem Statement
Remote and hybrid team leads struggle to track, assign, and follow up on recurring tasks, as generic project tools lack automation and clear accountability features, resulting in missed deadlines and unnecessary manual follow-up that existing solutions fail to eliminate.
Solution Overview
TaskPulse instantly auto-assigns and rotates recurring tasks while sending smart deadline reminders, so every team member’s responsibilities and overdue items are crystal-clear on a live timeline dashboard—eliminating manual follow-ups and preventing missed deadlines for remote and hybrid team leads.

Details & Audience

Description
TaskPulse automates recurring task management for remote and hybrid team leads and project managers who need flawless accountability. It eliminates missed deadlines by auto-assigning tasks, sending smart reminders, and tracking progress in real time. The visual timeline dashboard instantly reveals every team member’s workload and overdue items, ensuring clarity, ownership, and seamless coordination without tedious manual follow-up.
Target Audience
Remote and hybrid team leads (30-50) managing recurring projects who demand automated accountability and deadline clarity.
Inspiration
During a Monday video call, I watched a remote design team scramble to figure out who owned that week’s tasks—voices overlapping, deadlines missed, energy draining into emails and spreadsheets no one trusted. That chaos, that single painful moment of confusion and lost accountability, lit the spark for TaskPulse: a tool that would automate clarity for teams who shouldn’t have to struggle just to stay on track.

User Personas

Detailed profiles of the target users who would benefit most from this product.

O

Onboarding Olivia

- Age 32, HR manager at mid-sized tech firm - 7 years in talent and operations - Bachelor’s in organizational psychology - Oversees 150-person remote onboarding - Salary $80K-$90K annually

Background

Olivia started as a recruitment specialist, building standardized orientation guides for hundreds of hires. Frustrated by scattered checklists and missed paperwork, she championed automation tools, shaping her passion for seamless onboarding workflows that now inform her TaskPulse usage.

Needs & Pain Points

Needs

1. Automate onboarding tasks to eliminate manual follow-ups. 2. Visualize new-hire progress across multiple platforms. 3. Ensure compliance with documentation deadlines for hires.

Pain Points

1. Lost paperwork causing delayed access for new hires. 2. Juggling scattered spreadsheets for orientation tasks. 3. Forgetting to send critical welcome emails on time.

Psychographics

- Obsessive about flawless first impressions - Values clarity through structured task flows - Seeks efficiency with minimal manual oversight - Enjoys empowering teams with transparent processes

Channels

1. Slack – team chat 2. Gmail – email 3. LinkedIn – HR forum 4. Zoom – meeting tool 5. BambooHR – HR portal

C

Catalyst Carl

- Age 45, senior compliance officer at finance firm - 12 years regulatory and audit experience - Master’s in risk management - Oversees 300+ recurring compliance tasks - Salary $110K annually

Background

Carl began his career as a regulator, auditing banks for federal compliance. Frustrated by manual spreadsheets and missed deadlines, he pivoted into corporate compliance, championing workflow automation that informs his reliance on TaskPulse’s precision tracking today.

Needs & Pain Points

Needs

1. Automated compliance checklist scheduling and reminders. 2. Centralized audit logs visible to stakeholders. 3. Precise report exports for regulatory submissions.

Pain Points

1. Manual spreadsheets causing missed compliance deadlines. 2. Disparate tools obscuring audit trail clarity. 3. Late alerts risking regulatory fines.

Psychographics

- Demands razor-sharp procedural accuracy - Values risk mitigation above all - Thrives on data-driven audit insights - Dislikes manual tracking inefficiencies

Channels

1. Email – official notices 2. Confluence – policy library 3. Microsoft Teams – corporate chat 4. Webinars – quarterly compliance 5. LinkedIn – compliance group

A

Agile Advocate Alex

- Age 35, Scrum master at 200-person software startup - 8 years agile coaching experience - Certified Scrum Master (CSM) - Manages 5 remote development teams

Background

Alex transitioned from development to coaching after leading failed sprints due to overlooked tasks. His obsession with continuous delivery drove him to adopt automated workflows, making TaskPulse his go-to tool for sprint reliability.

Needs & Pain Points

Needs

1. Automate sprint planning and recurring ceremony scheduling. 2. Centralize backlog grooming and review reminders. 3. Visualize team velocity and workload distribution.

Pain Points

1. Forgotten retrospectives impacting process improvements. 2. Misaligned schedules across time zones. 3. Manual tracking hindering sprint transparency.

Psychographics

- Champions rapid iterative improvements - Craves predictability within sprint chaos - Values cross-functional team visibility - Embraces automation to reduce manual drudgery

Channels

1. Jira – sprint boards 2. Slack – developer chat 3. Confluence – knowledge base 4. RSS – agile blogs 5. Meetup – local user groups

S

Startup Sparker Sophie

- Age 29, serial entrepreneur in SaaS industry - 5 years startup founding experience - Bachelor’s in computer science - Operates small team of 10 across hybrid setup - Revenue under $1M annually

Background

Sophie launched her first SaaS app in college, wearing every operational hat from marketing to ops. Overwhelmed by manual checklists and missed investor follow-ups, she turned to TaskPulse to streamline essential routines and free her focus for growth.

Needs & Pain Points

Needs

1. Quick setup without lengthy onboarding. 2. Automate key investor and payroll reminders. 3. Maintain clear timeline across diverse tasks.

Pain Points

1. Missed investor emails risking funding opportunities. 2. Manual payroll checks causing payment delays. 3. Overlooked marketing sequences reducing lead generation.

Psychographics

- Thrives under scrappy resource constraints - Values speed over perfection - Seeks simplicity in complex workflows - Embraces tools that scale effortlessly

Channels

1. Email – direct outreach 2. Twitter – startup community 3. Product Hunt – tool discovery 4. Indie Hackers – founder forum 5. Reddit – r/startups discussions

S

Success Catalyst Cathy

- Age 38, customer success manager at SaaS company - 6 years in post-sales support roles - MBA in service operations - Manages portfolio of 100 enterprise clients - Quota includes upsell and retention targets

Background

Beginning as a support rep, Cathy saw clients slip through cracks without structured reminders. Motivated by churn rates, she championed automated task flows, evolving into a success leader who trusts TaskPulse to keep every relationship nurtured.

Needs & Pain Points

Needs

1. Automate customer check-in scheduling effortlessly. 2. Centralize client health metrics and alerts. 3. Streamline cross-team upsell collaboration tasks.

Pain Points

1. Overlooked client touch-points increasing churn. 2. Manual reporting delaying proactive interventions. 3. Disjointed tools fragmenting customer data.

Psychographics

- Obsessed with proactive client outreach - Values data-driven engagement metrics - Aims for seamless customer journeys - Driven by retention over acquisition

Channels

1. Salesforce – CRM system 2. Email – client communications 3. Zoom – virtual meetings 4. Gainsight – success platform 5. Slack – internal updates

Product Features

Key capabilities that make this product valuable to its target users.

Delay Radar

Continuously monitors recurring tasks to detect real-time slippage and flags potential delays before deadlines. Ensures leads stay one step ahead by providing immediate visibility into tasks at risk of falling behind.

Requirements

Slippage Detection Engine
"As a team lead, I want the system to automatically detect when a recurring task starts to fall behind schedule so that I can address issues before deadlines are missed."
Description

The system continuously monitors recurring tasks against their scheduled timelines, computing real-time deviations and flagging any tasks that show slippage beyond defined criteria. It integrates with the task management backend to fetch task metadata, due dates, and completion status, enabling proactive identification of potential delays before deadlines.

Acceptance Criteria
Detect Task Slippage Beyond Threshold
Given a recurring task is past its scheduled timeline beyond the defined slippage threshold When the system computes real-time deviation Then the task is flagged as slipped within 1 minute, a timestamp is recorded, and a notification is sent to the team lead
Pre-Deadline Risk Identification
Given a task has less than the configured risk window before its deadline and its completion percentage is below the expected progress When the slippage engine runs its pre-deadline check Then the task is marked as at-risk, the dashboard displays a visual warning, and an alert is generated
Backend Metadata Availability
Given the system fetches task metadata from the backend When a metadata retrieval failure occurs Then the system retries up to 3 times with exponential backoff, logs each failure, and after the final retry logs an error and continues the monitoring cycle without interruption
Configurable Threshold Application
Given a user updates the slippage threshold settings When the update is saved in the configuration store Then the new threshold is applied in the subsequent monitoring interval and tasks are evaluated against this updated threshold
High-Volume Monitoring Performance
Given the engine monitors 10,000+ recurring tasks in a single cycle When slippage detection is performed Then the process completes within 60 seconds, CPU usage remains below 80%, and less than 5% of detection events exceed the latency threshold
Configurable Alert Thresholds
"As a team lead, I want to set custom delay thresholds for different task categories so that I receive alerts that match my team’s priorities."
Description

Provide users with an interface to define and adjust alert thresholds for task slippage, such as time-based delays (e.g., tasks overdue by two days) or percentage-based progress delays. These settings allow customization per project or per task type, ensuring that alerts align with the team’s workflow and risk tolerance.

Acceptance Criteria
Setting Time-based Delay Threshold
Given the user accesses the alert threshold settings for a task type, When they enter '2 days' as the time-based delay threshold and save, Then the system persists the value and displays a success message
Customizing Percentage-based Delay Threshold
Given the user navigates to the threshold configuration screen, When they set '50%' as the progress-based delay threshold for 'Development' tasks and confirm, Then the threshold is stored and shown in the task summary
Applying Thresholds to Individual Tasks
Given the user selects an individual task from the project view, When they configure a time-based delay threshold of '1 day' for that task and apply, Then the task inherits the new threshold and the alert icon appears if exceeded
Configuring Thresholds at Project Level
Given the user opens project-wide settings, When they define a default percentage-based delay threshold of '30%' and save, Then every task in the project uses this threshold unless overridden
Verifying Alert Notifications After Threshold Breach
Given a threshold is set, When a task’s delay exceeds the configured threshold, Then the system generates an alert and sends a notification to the task owner and project lead
Automated Delay Notifications
"As a project stakeholder, I want to receive immediate notifications when a task is at risk of delay so that I can reallocate resources or adjust timelines proactively."
Description

Implement a notification system that automatically sends alerts via email, in-app notifications, and Slack when a task breaches its slippage threshold. Notifications include task details, assigned team member, original deadline, and current delay status, ensuring timely, multi-channel visibility for stakeholders to prompt swift corrective action.

Acceptance Criteria
Threshold Breach Notification Trigger
1. Given a recurring task with a configured slippage threshold, when the task's delay exceeds that threshold, then the system triggers a notification event within one minute. 2. Given the notification event triggers, then the event is queued for delivery to all configured channels.
Email Notification Delivery
1. Given a team lead with a valid email address when a notification event is triggered then an email is sent to the team lead within one minute. 2. The email subject includes the task name and "Delay Alert", and the body includes the assigned member, original deadline, current delay, and a link to the visual timeline. 3. The email sending system receives a 2xx confirmation code from the SMTP server.
In-App Notification Display
1. Given the user is active in the application when a notification event is triggered then an in-app notification appears in the notification tray within one minute. 2. The notification displays the task name, delay duration, and original deadline, and includes a clickable link to the task details. 3. Marking the notification as read removes it from the tray and updates its status in the database.
Slack Notification Post
1. Given the user's Slack workspace is integrated and a target channel is configured when a notification event is triggered then a message is posted to the channel within one minute. 2. The Slack message contains the task name, assigned team member, original deadline, and current delay, and mentions the responsible stakeholder. 3. The Slack API response returns HTTP 200 OK for the post request.
Notification Retry Mechanism
1. Given a notification delivery failure due to a transient error when an attempt fails then the system retries delivery up to three times with exponential backoff. 2. If delivery succeeds on a retry, the notification status is updated to "sent" in the database. 3. If all retries fail, the system logs the error with relevant details and sends an alert to system administrators.
At-Risk Task Dashboard
"As a team lead, I want a centralized view of all tasks at risk of missing deadlines so that I can prioritize interventions and adjust workloads accordingly."
Description

Introduce a dedicated dashboard view that visualizes all tasks currently at risk of delay, sorted by severity and proximity to deadlines. The dashboard integrates with the main timeline view, highlighting flagged tasks and allowing filters by team member, project, and time window.

Acceptance Criteria
Viewing the At-Risk Task Dashboard
Given the team lead navigates to the At-Risk Task Dashboard When the page loads Then all tasks flagged as at risk are displayed and sorted by severity in descending order
Filtering At-Risk Tasks
Given the At-Risk Task Dashboard is displayed When the team lead applies filters by team member, project, and time window Then only tasks matching the selected filters appear
Highlighting Imminent Deadlines
Given tasks with deadlines within 24 hours When displayed on the At-Risk Task Dashboard Then those tasks are visually highlighted in red
Integration with Main Timeline
Given a task is flagged at risk on the At-Risk Task Dashboard When the team lead switches to the main timeline view Then the same task is highlighted on the timeline
Task Detail Drill-down
Given a task entry on the At-Risk Task Dashboard When the team lead clicks on the task Then a detail view modal opens showing full task information and history
Delay Trend Analytics
"As a project manager, I want to analyze historical delay patterns so that I can identify root causes and improve future scheduling accuracy."
Description

Generate historical analytics on task delays, showing trends over time, recurring delay patterns by team or task type, and impact on overall project timelines. The analytics module integrates with reporting tools to export charts and data, enabling continuous improvement and process optimization based on empirical delay insights.

Acceptance Criteria
Trend Chart Generation
Given a user selects a date range, When the Delay Trend Analytics module processes the selection, Then a line chart is rendered displaying daily delay values over the selected period with data accuracy above 99% and load time under 2 seconds.
Team-based Delay Pattern Filter
Given a team lead applies a filter for a specific team, When the analytics view refreshes, Then only delays for tasks assigned to that team appear in both chart and data table, with accurate aggregation.
Task Type Delay Analysis
Given a user selects one or more task types, When the system fetches analytics data, Then the trend lines for each selected task type are displayed with distinct colors, correct labels in the legend, and matching data points.
Data Export Functionality
Given a user clicks the 'Export CSV' button, When the export process completes, Then a CSV file downloads containing columns: Task ID, Task Name, Team, Task Type, Planned Date, Actual Date, Delay Days, with rows matching the displayed analytics.
Chart Export to PDF
Given a user clicks the 'Export PDF' button, When the export completes, Then a PDF file downloads containing the trend chart, title, date range, filter settings, and chart graphics at 300 DPI or higher.

Contextual Alerts

Sends intelligent, situation-specific notifications with task context, root-cause insights, and suggested next steps. Empowers leads to act swiftly and precisely, reducing decision-making time and improving follow-up accuracy.

Requirements

Real-Time Contextual Notification
"As a team lead, I want to receive instant alerts with full task context so that I can address issues immediately and keep projects on track."
Description

Automatically generate and send alerts the moment a task’s status changes or an issue is detected, including detailed context such as task details, assignee, deadlines, and recent activity. Integrate these alerts seamlessly within TaskPulse’s timeline view and notification center to ensure leaders receive up-to-date information without manual monitoring. This requirement enhances responsiveness, reduces lag in decision-making, and ensures no critical update is overlooked by providing precise, real-time task context.

Acceptance Criteria
Immediate Alert for Status Update
Given a task’s status changes, when the change event is detected, then within 5 seconds an alert is sent to the user’s notification center and displayed on the timeline view containing the task ID, title, assignee, previous status, new status, and timestamp.
Timeline View Notification Integration
Given the timeline view is open, when a new contextual alert is generated, then the alert icon is inserted at the correct time slot and is clickable to open full alert details without requiring a page reload.
Comprehensive Context in Notification
Given an issue such as an overdue deadline or blocked task is detected, when the real-time alert is sent, then the notification payload includes root-cause insights derived from the last three activity log entries with clear labeling of each insight.
Suggested Next Steps Inclusion
Given an alert is generated for a task issue, when the leader views the notification, then at least two AI- or rule-based suggested next steps are presented, each with a brief rationale.
Handling High Volume Task Updates
Given a burst of status changes (up to 100 events per minute), when alerts are processed, then all notifications are queued and delivered without duplication or loss, and no individual alert takes longer than 10 seconds to appear in the notification center.
Root-Cause Insights Extraction
"As a project manager, I want each alert to include root-cause analysis so that I can pinpoint the source of delays and resolve them efficiently."
Description

Analyze task history, dependencies, and team performance data to identify and surface the underlying cause of delays or issues. Present concise insights—such as resource bottlenecks, prerequisite tasks not completed, or repeated reviewer feedback—within each alert. By embedding root-cause insights into notifications, leads can quickly understand why a task is at risk and target their interventions effectively.

Acceptance Criteria
Resource Bottleneck Detection
Given a task has exceeded its SLA due to team member overallocation, when generating an alert, then the system surfaces the specific bottleneck resource and its utilization percentage.
Missing Prerequisite Task Analysis
Given a task is delayed because a dependent task is incomplete, when creating the alert, then the system identifies the missing prerequisite task and includes its current status in the insights.
Reviewer Feedback Loop Identification
Given a task has been sent back for review multiple times, when constructing the alert, then the system counts the number of review cycles and highlights repeated reviewer feedback as the root cause.
Team Performance Trend Analysis
Given tasks assigned to a specific team exhibit repeated delays over a rolling period, when compiling insights, then the system aggregates delay patterns and highlights team performance trends as a potential root cause.
Dependency Chain Breakdown
Given a task's direct predecessor is delayed and that predecessor has its own upstream dependencies, when an alert is triggered, then the system traverses the full dependency chain and reports the earliest delay cause.
Suggested Follow-Up Actions
"As a team lead, I want recommended next steps included in alerts so that I can follow up faster and more accurately without having to analyze data manually."
Description

Provide data-driven recommendations for next steps tailored to the specific context of each alert. Suggestions may include reassigning tasks, adjusting deadlines, adding resources, sending reminder messages, or escalating to higher management. Deliver these recommendations directly within the alert view, allowing leads to take immediate action with one click and reducing follow-up time.

Acceptance Criteria
Overdue Task Alert
Given a task is overdue and an alert is triggered, when the team lead views the alert, then the system must display at least three context-specific follow-up actions (reassign task, send reminder, adjust deadline) within the alert view, each executable with one click.
Upcoming Deadline Alert
Given a task deadline is within 24 hours and completion risk is high, when the lead opens the alert, then the system must recommend data-driven next steps (adjust deadline, add resources, send personalized reminder) and allow immediate action via one-click buttons.
Resource Overload Notification
Given a team member’s workload exceeds their capacity threshold, when the alert is generated, then the system must suggest reassigning one or more tasks or adding team members, including an estimated impact on workload distribution, all available within the alert view.
Critical Task Escalation
Given a task is flagged as high priority and remains incomplete past internal SLA, when the alert is displayed, then the system must propose escalating the task to higher management with one-click escalation and auto-generated summary report.
Contextual Root Cause Insight
Given a task delay is attributed to a specific root cause (e.g., missing resources), when viewing the alert, then the system must provide at least two targeted follow-up recommendations (procure resources, schedule training) addressing that cause, accessible with one-click actions.
Customizable Alert Templates
"As an admin, I want to customize alert templates so that notifications reflect our team’s priorities and communication preferences."
Description

Allow administrators to configure alert templates, specifying which contextual fields, insights, and actions appear in notifications. Provide a user-friendly interface to select relevant data points, adjust messaging tone, and define default suggestions. Templates should support multiple scenarios—such as overdue tasks, risk thresholds, or resource conflicts—to align alerts with each organization’s workflow and communication style.

Acceptance Criteria
Default Suggestions Selection
Given the administrator is on the alert template editor page When they choose 'Send Reminder' and 'Escalate to Manager' options Then the default suggestions list for the template includes those options
Contextual Field Inclusion
Given an overdue tasks alert template When the administrator selects 'Due Date', 'Assignee Name', and 'Overdue Duration' fields Then generated notifications include only those selected contextual fields
Messaging Tone Adjustment
Given a risk threshold alert template When the administrator sets the messaging tone to 'Formal' Then all alert text in both preview and actual notifications uses a formal style
Resource Conflict Scenario Setup
Given a resource conflict alert template When the administrator selects 'Affected Resources' and 'Conflict Duration' data points Then notifications include those data points according to the selected template settings
Template Persistence
Given a configured alert template When the administrator saves the template Then it appears in the list of available templates and is available for editing
Template Preview Functionality
Given a saved alert template with sample data When the administrator clicks 'Preview' Then the preview displays a mock notification containing the selected fields, tone, and suggestions matching the template configuration
Multi-Channel Notification Delivery
"As a remote team lead, I want alerts sent via my preferred channel so that I never miss critical updates even when I’m away from the app."
Description

Enable delivery of contextual alerts through various channels, including email, in-app banners, Slack integration, and SMS. Ensure each channel receives properly formatted content with key context, insights, and actions. Provide channel-specific settings such as alert frequency, do-not-disturb windows, and fallback options to guarantee reliable delivery and avoid notification fatigue.

Acceptance Criteria
Email Notification Delivery
Given a task triggers an alert and email notifications are enabled, when the alert is generated, then the user receives an email within 5 minutes formatted in HTML that includes the task name, due date, context, root-cause insights, and suggested next steps.
In-App Banner Notification
Given a task alert is active and the user is logged into the application, when the alert is triggered, then an in-app banner appears within 3 seconds displaying the task summary, key context, and actionable buttons without disrupting the user’s current workflow.
Slack Notification Delivery
Given a user has connected their Slack workspace and enabled alerts, when a task alert is sent, then a Slack message is posted to the chosen channel within 2 minutes containing an interactive block with task details, root-cause insights, and buttons for suggested next steps.
SMS Fallback Notification
Given primary channels (email, in-app, Slack) fail to deliver an alert, when fallback conditions are met, then an SMS is sent within 5 minutes containing a concise text with the task title, due date, and a link to view full details in the app.
Do-Not-Disturb Window Enforcement
Given a user has configured a do-not-disturb window, when alerts occur during that window, then notifications are suppressed until the window ends and then delivered in the order they were generated.
Alert Frequency Limiting
Given multiple alerts for the same task occur within a one-hour period, when additional alerts are generated, then only one summary notification is sent per channel in that period and subsequent alerts are aggregated into the next summary.

Auto-Escalator

Automatically routes overdue or high-risk task alerts to designated stakeholders or managers according to predefined escalation paths. Guarantees accountability by ensuring no critical delay goes unnoticed or unaddressed.

Requirements

Escalation Rule Builder
"As a team lead, I want to configure escalation rules based on task overdue times and priority so that critical delays are automatically routed to appropriate managers."
Description

The system shall provide a configurable interface that allows team leads to define escalation rules based on task overdue thresholds, priority levels, and risk ratings. Users can create multi-level paths, specifying time delays and notification recipients for each step. This feature ensures that delays are automatically escalated to the right stakeholders without manual oversight, maintaining accountability and reducing missed deadlines.

Acceptance Criteria
Define Basic Escalation Rule
Given the user enters a valid overdue threshold, priority level, risk rating, time delay, and recipient, when the user saves the rule, then the system persists the rule and displays it in the escalation rules list.
Configure Multi-Level Escalation Path
Given the user adds multiple escalation levels with specified delays and recipients, when the user saves the rule, then the interface displays each level in order with correct delays and recipients and the rule passes validation.
Validation of Required Fields
Given the user attempts to save a rule without setting an overdue threshold, time delay, or recipient, when the user clicks save, then the system prevents saving, highlights missing fields, and displays appropriate error messages.
Escalation Trigger and Notification Delivery
Given an existing escalation rule has a first-level delay of 24 hours, when a high-risk task remains overdue after 24 hours, then the system automatically sends an escalation notification to the configured first-level recipient.
Edit Existing Escalation Rule
Given the user updates the delay and recipient of an existing escalation rule, when the user saves the changes, then the updated parameters are reflected in the rule list and applied in subsequent escalations.
Overdue Task Monitor
"As a project manager, I want the system to automatically detect tasks that are overdue or at risk so that I can address delays proactively."
Description

The system shall continuously monitor tasks against their due dates, identify tasks overdue or approaching risk thresholds, and flag them for escalation. Integration with the task database ensures real-time tracking, reducing the chance of oversight and enabling immediate corrective actions.

Acceptance Criteria
Detect Overdue Tasks
Given a task’s due date has passed when the monitor runs then the system flags the task as overdue within one minute of the check.
Identify At-Risk Tasks
Given a task is due within the next 24 hours when the monitor runs then the system flags the task as at-risk and highlights it for review.
Escalation Routing
Given a task is flagged as overdue or at-risk when escalation rules apply then the system routes an alert to the designated stakeholder according to the predefined escalation path within five minutes.
Database Synchronization
Given changes to task due dates or statuses in the database when updates occur then the overdue monitor reflects those changes in real time with a latency of no more than two seconds.
UI Display of Flags
Given tasks are flagged as overdue or at-risk when a user views the visual timeline then those tasks display red or yellow indicators and include a tooltip with overdue or risk details.
Automated Notification Dispatcher
"As a stakeholder, I want to receive automatic notifications when a task escalates so that I can respond quickly to critical issues."
Description

The feature shall automatically generate and send notification alerts via email, SMS, and in-app messages to designated stakeholders when a task meets escalation criteria. Notifications include task details, responsible parties, and next steps, ensuring timely awareness and action without manual intervention.

Acceptance Criteria
Email Notification on Task Overdue
Given a task is overdue by its defined threshold When the system triggers the notification dispatcher Then an email is sent to all designated stakeholders within 60 seconds containing the task title, description, original due date, assignee, and a direct link to the task
SMS Notification on High-Risk Task
Given a task’s risk level is flagged as high When the escalation criteria are met Then an SMS is delivered to the stakeholder’s registered phone number within 30 seconds including the task ID, urgency level, assignee name, and a prompt to review the task
In-App Alert Delivery Verification
Given a stakeholder is logged into the application When a task meets escalation criteria Then an in-app notification appears in the user’s notification center within 10 seconds marked as unread and includes the task summary, assignee, and a link to the task details
Escalation Path Adherence
Given a predefined escalation path with multiple stakeholders When a task remains unresolved past each escalation threshold Then notifications are routed sequentially according to the path without duplication, ensuring each stakeholder receives exactly one alert per escalation level
Notification Content Accuracy
Given any notification channel (email, SMS, in-app) When notifications are generated Then each message must include the correct task title, description snippet, assignee name, original due date, escalation reason, and a valid call-to-action link matching the approved template schema
Stakeholder Role Mapping
"As an admin, I want to assign and update stakeholder role mappings so that escalations are sent to the right people based on organizational hierarchy."
Description

The system shall allow administrators to map stakeholders and managers to specific roles and departments, facilitating dynamic routing of escalated tasks. Mappings can be imported or configured manually, ensuring that critical alerts reach the correct individuals based on organizational structure.

Acceptance Criteria
Manual Role Mapping by Administrator
Given an administrator is logged in and on the Stakeholder Role Mapping page; When the admin selects a department, adds a stakeholder, and assigns a role; Then the new mapping is saved, displayed in the mapping list, and accessible for escalation routing.
Bulk Import of Stakeholder Mappings
Given an admin uploads a CSV file with valid stakeholder, department, and role columns; When the system processes the file; Then all valid mappings are imported and visible in the mapping list; And any invalid rows generate an error report specifying row numbers and issues.
Updating Existing Stakeholder Mappings
Given an existing stakeholder-role mapping in the list; When the admin edits stakeholder, department, or role fields and clicks save; Then the changes are persisted, reflected immediately in the mapping list, and logged in the version history.
Deleting Stakeholder Mappings
Given a stakeholder mapping exists in the list; When the admin clicks delete and confirms the action; Then the mapping is removed from the system, no longer appears in the mapping list, and a confirmation notification is displayed.
Dynamic Role Lookup for Escalation Paths
Given a task becomes overdue or flagged high-risk; When the Auto-Escalator evaluates the task; Then the system retrieves the correct stakeholder based on the current mapping and successfully routes the alert to that stakeholder.
Escalation Audit Log
"As a compliance officer, I want to review a log of all escalation events so that I can audit accountability and response timeliness."
Description

The feature shall maintain a comprehensive audit log recording each escalation event, including timestamps, recipient details, and resolution status. Accessible via the admin dashboard, this log supports compliance and retrospective analysis, enhancing transparency and process improvement.

Acceptance Criteria
Audit Log Entry Creation
Given an escalation event occurs, when the system logs the event, then the audit log contains an entry with the correct timestamp, recipient details, and resolution status.
Audit Log Accessibility
Given an admin user is on the dashboard, when they navigate to the Audit Logs section, then they can view a paginated list of all recorded escalation events.
Audit Log Data Accuracy
Given an existing escalation log entry, when the admin compares log details to the original event data, then the timestamp, recipient, and resolution status match exactly.
Audit Log Filtering and Export
Given the audit log page, when the admin applies filters for date range, recipient, or resolution status and clicks export, then the system generates a CSV containing only the filtered entries.
Audit Log Resolution Status Update
Given an escalation has been addressed, when the resolution status is updated in the system, then the corresponding audit log entry reflects the updated status with a new timestamp.

Predictive Pulse

Leverages machine learning to forecast future task delays based on historical performance patterns and current workload. Enables proactive resource reallocation and timeline adjustments, preventing bottlenecks before they materialize.

Requirements

Historical Performance Data Collection
"As a team lead, I want the system to collect and validate past task performance metrics so that predictive models have accurate, comprehensive data for forecasting future delays."
Description

Aggregate and normalize historical task completion data from all team members, including start dates, end dates, durations, and any recorded delays. Ensure data integrity through automated validation checks and support scalable storage for long-term trend analysis.

Acceptance Criteria
Monthly Data Ingestion Validation
Given the ingestion pipeline runs on schedule, when it processes the last 30 days of historical task data, then 100% of records including startDate, endDate, duration, and delayStatus are ingested into the database, record count matches source system, no duplicates are created, and the process completes within 5 minutes.
Data Normalization Process Verification
Given raw historical task records are ingested, when the normalization job executes, then all date fields are converted to ISO 8601 format, duration fields are standardized to total hours as numeric values, and any delay reasons are mapped to predefined codes with no null values in critical fields.
Automated Data Integrity Check Execution
Given the normalized dataset, when automated integrity checks run, then any record with missing or inconsistent data (e.g., endDate before startDate or negative duration) is flagged, logged with a specific error code, and excluded from downstream analytics, with flagged errors representing no more than 0.1% of total records.
High-Volume Data Storage Scalability Test
Given a simulated dataset of 1 million historical task records, when stored and queried in the system, then write and read latencies remain under 200ms per operation, no data loss occurs, and system CPU and memory utilization stay within defined thresholds.
Trend Analysis Query Response Assessment
Given 12 months of collected historical data, when executing a sample trend analysis query for average delay per week, then the query completes within 2 seconds and returns results matching those of a validated reference dataset.
Machine Learning Delay Prediction Engine
"As a team lead, I want the system to forecast potential task delays using machine learning so that I can address issues before they impact project timelines."
Description

Develop and integrate a machine learning model that analyzes historical performance and current workload to predict the likelihood and magnitude of future task delays. Provide configurable thresholds for sensitivity and enable model retraining with new data.

Acceptance Criteria
Delay Prediction Threshold Configuration
Given an admin user navigates to the delay prediction settings, when they set a threshold value between 0% and 100%, then the system saves and applies the threshold without errors and reflects the change in the alert generation within 5 seconds.
Real-Time Delay Forecast Notification
Given tasks are updated with new workload data, when the predicted delay probability for any task exceeds the configured threshold, then the system sends a notification to the assigned team lead within 1 minute.
Model Retraining with Updated Historical Data
Given new historical performance and workload data is available monthly, when the retraining process is initiated, then the model completes retraining successfully within 2 hours and achieves at least a 5% improvement in prediction accuracy over the previous model.
Prediction Accuracy Reporting
Given a 30-day period of completed tasks, when the system generates the prediction accuracy report, then the report shows at least 80% of predicted delays matching actual delays and highlights tasks with prediction errors greater than 10%.
High-Volume Batch Prediction Performance
Given a batch of 10,000 tasks, when the prediction engine processes the batch, then the total processing time does not exceed 10 seconds and the system maintains memory usage below 70% of allocated capacity.
Real-time Workload Monitoring Integration
"As a project manager, I want the system to monitor team workloads in real time so that delay predictions incorporate up-to-the-minute capacity information."
Description

Continuously capture and update real-time workload metrics, including active tasks, pending tasks, and team member availability. Integrate this data seamlessly with the delay prediction engine to ensure forecasts reflect current team capacity.

Acceptance Criteria
Live Task Count Display
Given the workload dashboard is open When a task is added or completed Then the Active Tasks count updates on the dashboard within 5 seconds without requiring a page refresh
Pending Task Queue Update
Given tasks are transitioned to pending status When a task’s status changes to pending Then the Pending Tasks queue on the dashboard reflects the new count in real-time within 5 seconds
Team Member Availability Sync
Given a team member updates their availability in the integrated calendar When the availability update is confirmed Then the team member’s availability indicator on the workload dashboard updates immediately without manual refresh
Integrated Delay Forecast Alignment
Given real-time workload metrics are updated When new metrics are captured Then the predictive engine recalculates delay forecasts within 10 seconds and displays updated projections on the visual timeline
Data Refresh Performance
Given a peak workload of 1000 simultaneous metric updates When the system processes incoming metrics Then each update completes and displays on the dashboard within 2 seconds, maintaining overall system responsiveness
Predictive Alert System
"As a team member, I want to receive proactive alerts when a task is likely to be delayed so that I can take corrective action before deadlines are missed."
Description

Implement an alerting mechanism that notifies relevant stakeholders when the prediction engine forecasts a high probability of delay. Allow configuration of alert channels (email, in-app notifications, Slack) and priority levels.

Acceptance Criteria
High Delay Probability Alert Trigger
Given a task’s predicted delay probability exceeds 80%, When the prediction engine processes upcoming tasks, Then the system generates an alert record including task ID, predicted delay date, and probability.
Custom Alert Channel Configuration
Given a user configures preferred alert channels (email, in-app, Slack) in settings, When an alert is triggered, Then notifications are delivered through all selected channels within 5 minutes.
Priority Level Assignment
Given defined probability thresholds for Low (50%), Medium (75%), and High (90%) severity, When an alert is generated, Then it is labeled with the correct priority level and associated color code.
Stakeholder Notification Receipt
Given a stakeholder is assigned to a task flagged for delay, When an alert is sent via email and Slack, Then the stakeholder receives a notification containing task name, due date, predicted delay, and a link to task details.
Dashboard Alert Visualization
Given multiple active alerts, When viewing the Predictive Pulse dashboard, Then alerts appear in descending priority order and update in real time within 1 minute of generation.
Resource Reallocation Recommendation
"As a team lead, I want suggestions for reallocating resources to tasks at risk so that I can optimize team output and prevent bottlenecks."
Description

Provide recommendations for reallocating tasks or adding resources based on predicted delays and current workload distribution. Include impact simulations to show how proposed changes improve delivery timelines.

Acceptance Criteria
Imminent Task Delay Identified
Given a task with a predicted delay within 48 hours and a team member’s workload exceeding 80%, when the system runs the predictive pulse, then a resource reallocation recommendation must be generated showing the suggested assignee and the adjusted task timeline.
Resource Reallocation Proposal Accepted
Given a user accepts the recommended resource reallocation, when the user clicks “Apply Recommendation,” then the task must be reassigned, the team member workloads must update accordingly, and the visual timeline must reflect the new due date within 5 seconds.
Impact Simulation for Alternative Allocation
Given multiple reallocation options, when the user selects an alternative simulation, then the system must display a side-by-side comparison chart showing original vs. proposed delivery timelines and resource utilization changes.
No Pronounced Delay Predicted
Given tasks with balanced workload and no predicted delays, when the predictive pulse runs, then the system must not generate any recommendations and must display a message stating “No reallocation needed at this time.”
Recommendation Accuracy Verification
Given historical task data over a two-week period, when comparing predicted delay versus actual delay, then the system’s prediction accuracy must fall within an error margin of ±10%.
Dynamic Timeline Adjustment Dashboard
"As a project manager, I want a visual interface to adjust task schedules dynamically so that I can see the impact of changes immediately and maintain project alignment."
Description

Design an interactive dashboard displaying current timelines alongside predicted delays. Enable drag-and-drop adjustments with real-time recalculation of forecasts and visual indicators of risk levels.

Acceptance Criteria
Reallocating Resources for High-Risk Task
Given a predicted delay risk ≥ 80% for a task, When the user views the risk indicator, Then the system highlights the task in red and suggests at least two available team members for reallocation
Drag-and-Drop Timeline Adjustment
Given a task on the visual timeline, When the user drags the task bar to a new start date, Then the forecast adjusts in real time and displays updated risk percentages within 2 seconds
Real-Time Forecast Recalculation
Given changes in team member workload or task duration, When data is updated in the system, Then the dashboard recalculates all affected forecasts immediately and refreshes risk indicators without page reload
Visual Risk Indicator Update
Given a task’s risk level crosses predefined thresholds, When the recalculation occurs, Then the color-coded indicator updates accordingly and the legend accurately reflects the current risk ranges
Persisting Adjusted Timelines
Given the user confirms a drag-and-drop adjustment, When the user clicks save, Then the new timeline layout and updated forecasts are stored in the database and persist on page reload

Recovery Blueprint

Generates customized catch-up plans with prioritized task sequences and deadline adjustments when delays occur. Provides a clear action roadmap that helps teams regain momentum and meet overall project timelines.

Requirements

Dynamic Delay Detection
"As a team lead, I want the system to automatically detect when tasks are running behind schedule so that I can initiate a catch-up plan before deadlines are missed."
Description

Enable the system to automatically identify and flag tasks that are running behind schedule by comparing actual progress against planned deadlines in real time. This functionality integrates with TaskPulse’s existing task tracking engine to continuously monitor task statuses, detect deviations early, and trigger the Recovery Blueprint process without manual intervention, ensuring timely awareness of potential project risks.

Acceptance Criteria
Delayed Task Flagging
Given a task’s planned end time has passed and its actual completion percentage is below 100%, when the system’s delay detection routine runs, then the task status must be updated to “Delayed” and a delay flag displayed next to the task within one minute of the missed deadline.
Continuous Progress Monitoring
Given real-time progress updates for tasks, when the actual progress falls behind the expected progress curve at any checkpoint, then the system must instantly flag the task as delayed and record the timestamp of detection.
Automatic Recovery Blueprint Trigger
Given a task has been flagged as delayed, when the delay flag is set, then the Recovery Blueprint generation process must start automatically and produce a catch-up plan within two minutes.
Delayed Task Visualization
Given one or more tasks are flagged as delayed, when a user opens the project timeline view, then all delayed tasks must be highlighted in red with an icon and display a tooltip explaining the delay reason on hover.
Delay Threshold Configuration
Given an administrator adjusts the delay threshold setting (e.g., from 0 to 15 minutes), when a task misses its deadline by less than the configured threshold, then the task must not be flagged as delayed until the threshold is exceeded.
Prioritized Task Sequencing
"As a project manager, I want the system to order delayed tasks by priority so that my team focuses on the most critical tasks first."
Description

Develop an algorithm to rank delayed tasks based on factors such as dependency hierarchy, impact on overall project milestones, and individual workload capacity. The sequencing logic should integrate with existing task dependency data, producing an ordered list of tasks that maximizes efficiency and ensures the most critical tasks are addressed first in the recovery plan.

Acceptance Criteria
High Dependency Chain Delay
Given a set of delayed tasks with dependency data, When the algorithm ranks tasks, Then tasks with the highest number of downstream dependencies are listed before tasks with fewer dependencies; Given two tasks with equal dependency depth, When ranking, Then the task impacting the nearest project milestone is prioritized
Weighted Milestone Impact
Given delayed tasks each linked to different project milestones, When sequencing, Then tasks associated with higher-priority or imminent milestones receive higher sequence positions based on their relative impact
Team Member Capacity Constraints
Given individual workload capacity and current assignments, When the algorithm allocates catch-up tasks, Then no team member is assigned tasks exceeding their capacity threshold; Given a potential overload, When detected, Then the algorithm redistributes tasks to available team members
Concurrent Delay Scenarios
Given multiple delayed tasks across parallel workstreams, When producing the recovery sequence, Then tasks that unblock the greatest number of parallel streams are ordered first; Given equal unblock potential, When comparing tasks, Then the one with shorter estimated completion time is ranked higher
Dynamic Deadline Adjustment
Given original deadlines and delay durations, When generating the recovery plan, Then adjusted deadlines are calculated to maintain overall project timeline integrity; Given cumulative delay exceeds buffer, When adjustment fails, Then the system flags the plan for manual review
Deadline Adjustment Engine
"As a team lead, I want the system to propose new deadlines for delayed tasks so that my team has realistic timelines to complete catch-up work."
Description

Implement a dynamic rescheduling module that recalculates and proposes new deadlines for delayed tasks. The engine considers team member availability, current workload, and overall project milestones to generate realistic timelines. Adjustments are reflected in TaskPulse’s timeline view and can be reviewed and approved by team leads before being finalized.

Acceptance Criteria
Automatic Deadline Recalculation After Delay
Given a task is marked delayed, when the deadline adjustment engine runs, then a new deadline is calculated using team member availability, current workload, and project milestone dates, and presented to the team lead.
Lead Approval Workflow for New Deadlines
Given proposed deadlines in the review queue, when a team lead views the adjustment suggestions, then the lead can approve or reject each proposed deadline, and the system records the decision and notifies relevant team members.
Timeline View Reflects Adjusted Deadlines
Given an approved deadline adjustment, when the project timeline is displayed, then the task bar is repositioned to the new deadline date without overlapping adjacent tasks and highlights the change.
Conflict Detection with Milestone Constraints
Given recalculated deadlines, when any proposed date falls after a dependent milestone or causes sequence conflicts, then the engine flags the conflict, suggests alternative dates within milestone limits, and alerts the team lead.
Availability-Based Deadline Adjustment
Given team member calendars imported, when recalculating deadlines, then the engine excludes non-working days and existing busy time slots, ensuring proposed deadlines align with actual available working hours.
Visual Catch-Up Timeline
"As a stakeholder, I want to see a visual roadmap of the catch-up plan so that I understand the revised project timeline at a glance."
Description

Create a visual roadmap component that overlays the original project timeline with the revised schedule generated by the Recovery Blueprint. This component should display color-coded bars for original versus adjusted deadlines, milestone shifts, and critical path changes, providing stakeholders with an interactive view to track recovery progress and understand the impact of delays at a glance.

Acceptance Criteria
Milestone Delay Visualization
Given a project with an original milestone date and an adjusted catch-up plan date When the user opens the Visual Catch-Up Timeline component Then the timeline displays both the original milestone bar and the adjusted milestone bar overlaid on the same date axis, with clear date labels
Interactive Timeline Adjustment
Given a user interacts with the adjusted timeline bar When the user hovers or clicks on the bar Then a tooltip appears showing the task name, original deadline, new deadline, and delay duration
Color-Coded Deadline Differentiation
Given original and adjusted deadlines exist for tasks When the timeline renders Then original deadlines appear in one color and adjusted deadlines in a distinct contrasting color, and a legend explains the color mapping
Critical Path Change Indication
Given tasks on the project’s critical path have shifted deadlines When the catch-up timeline displays these tasks Then the critical path bars are highlighted with a bold border and an icon indicating critical path status
Responsive Timeline Display
Given the Visual Catch-Up Timeline is viewed on desktop and mobile devices When the component renders Then the timeline adjusts its layout, scales bars proportionally, and retains interactive features without overlap or loss of functionality
Notification & Remediation Alerts
"As a team member, I want to receive alerts with clear instructions when my tasks are reprioritized so that I know what I need to do next."
Description

Design a notification system that sends automated alerts to relevant team members and stakeholders when a Recovery Blueprint is generated or updated. Alerts should include a summary of changes, assigned actions, and links to the detailed catch-up plan. This ensures clear communication, immediate awareness of new priorities, and streamlined coordination across the team.

Acceptance Criteria
Recovery Blueprint Generation Notification
Given a new Recovery Blueprint is generated for a delayed task When the blueprint is finalized in the system Then automated notifications must be sent to all assigned team members and stakeholders within 5 minutes containing a summary of changes, list of reassigned tasks, adjusted deadlines, and a link to the detailed catch-up plan.
Recovery Blueprint Update Alert
Given an existing Recovery Blueprint is updated due to additional delays or changes When the updates are saved Then notifications must be resent to all original recipients and any new stakeholders within 3 minutes, clearly marking items that have changed and linking to the updated plan.
Notification Delivery Verification
Given notifications are triggered for Recovery Blueprint actions When notifications are sent Then the system must log delivery status (sent, delivered, failed) for each recipient and retry up to 2 times on failure, reporting unsuccessful deliveries to the project manager.
Notification Content Accuracy
Given a notification is generated for a Recovery Blueprint event When the notification is viewed by recipients Then it must display the correct project name, task identifiers, original and new deadlines, assigned user names, and a working link to the catch-up plan with no missing or incorrect data.
User Preference Routing
Given users have configured notification preferences (email, in-app, SMS) When a Recovery Blueprint alert is triggered Then the notification must be delivered via each user's selected channels, respecting their preference settings and not sending duplicates across channels.

Bottleneck Dashboard

Offers a visual heatmap of delay frequency and severity across timelines and teams. Allows leads to filter by project, assignee, or time period, quickly pinpointing chronic bottlenecks and optimizing workflow distribution.

Requirements

Heatmap Visualization
"As a team lead, I want to view delay patterns as a color-coded heatmap so that I can quickly spot areas with frequent or severe bottlenecks."
Description

Display delay frequency and severity as a color-coded heatmap overlay on the project timeline, enabling rapid identification of timeline segments and teams experiencing chronic delays. Integrates with existing task data and visually scales intensity to highlight critical bottlenecks.

Acceptance Criteria
Filtering Heatmap by Project
Given a project is selected from the project filter, when the filter is applied, then the heatmap displays only the delay frequency and severity data for tasks within that project, with color intensity accurately representing delay days, and there is no data leakage from other projects.
Filtering Heatmap by Assignee
Given one or more team members are selected in the assignee filter, when the filter is applied, then the heatmap updates to show only delays associated with the selected assignees, and all color codings correspond to the correct delay severity for each assignee's tasks.
Filtering Heatmap by Time Period
Given a start and end date are specified in the time period filter, when the filter is applied, then the heatmap reflects delay data only within that time span, with no delays outside the selected range displayed.
Color Intensity Corresponds to Delay Severity
Given the heatmap overlay is displayed, when a delay of 1–2 days occurs, then the corresponding timeline segment is shaded in light yellow; for 3–5 days, medium orange; and for 6 or more days, deep red, matching the predefined color scale exactly.
Heatmap Performance under Load
Given a project with 1,000+ tasks and associated delay data, when the heatmap is generated, then the overlay loads fully within 2 seconds on a standard broadband connection without errors or placeholders.
Filter Controls
"As a team lead, I want to filter the heatmap by project, assignee, team, or time frame so that I can isolate and analyze specific bottlenecks."
Description

Provide interactive filters allowing leads to refine the heatmap view by project, individual assignee, team, and customizable time period; selections update the visualization in real time without page reloads.

Acceptance Criteria
Applying Project Filter
Given the Bottleneck Dashboard is open, when the lead selects a specific project from the project filter dropdown, then the heatmap updates within 2 seconds to display only delay data for that project, without reloading the page.
Filtering by Individual Assignee
Given the dashboard displays team data, when the lead chooses an individual assignee from the assignee filter, then the heatmap refreshes in real time to show only that assignee’s delay frequency and severity.
Filtering by Team
Given multiple teams’ data are visible, when the lead selects a team from the team filter, then the heatmap immediately updates to reflect delays for tasks assigned to that team only, with no page reload.
Setting Custom Time Period
Given the dashboard shows all time periods by default, when the lead enters a custom start and end date and applies the time period filter, then the heatmap updates in real time to show delays occurring within that specified date range.
Resetting Filters to Default View
Given one or more filters are applied, when the lead clicks the ‘Reset Filters’ button, then all filters clear and the heatmap reverts instantly to display data for all projects, assignees, teams, and the full default time period.
Severity Scoring Algorithm
"As a team lead, I want each bottleneck to be assigned a severity score so that I understand its impact and can prioritize interventions."
Description

Implement an algorithm that calculates a severity score for each delay instance based on duration, task priority, and dependency impact, normalizing scores to drive the heatmap color intensity.

Acceptance Criteria
Delay Severity Calculation for Single Task
Given a task delayed by D hours with priority P and dependency count N, When the severity scoring algorithm runs, Then it returns a numeric score between 0 and 100 normalized based on D, P, and N.
Heatmap Color Intensity Mapping
Given a computed severity score, When the score is mapped to the dashboard heatmap, Then scores 0–25 display green, 26–50 yellow, 51–75 orange, and 76–100 red.
Filtering and Score Recalculation
Given a filter by project, assignee, or time period is applied, When the severity algorithm processes the filtered tasks, Then only tasks within the filter are scored and the heatmap updates to reflect their scores.
Edge Case: Zero Dependencies and Zero Delay
Given a task with zero delay and no dependencies, When the scoring algorithm runs, Then it returns a severity score of 0 regardless of priority.
High-Priority Task Maximum Severity
Given a high-priority task delayed beyond its SLA with multiple dependent tasks, When the algorithm computes the severity, Then it returns a score of at least 90.
Drill-down Insights
"As a team lead, I want to click on a heatmap region to see detailed task information so that I can diagnose the root cause of delays."
Description

Enable clicking on any cell in the heatmap to display a detailed breakdown of underlying tasks, including task names, assignees, original due dates, and actual completion dates, supporting quick root-cause analysis.

Acceptance Criteria
Viewing Task Breakdown on Heatmap Cell Click
Given a user is viewing the bottleneck heatmap When the user clicks on a cell representing delays Then a drill-down view opens within 1 second displaying a list of all underlying tasks with columns: Task Name, Assignee, Original Due Date, Actual Completion Date
Sorting Tasks in Drill-down View
Given the drill-down view is open When the user clicks on a column header (e.g., Actual Completion Date) Then tasks are sorted in ascending or descending order within 0.5 seconds
Filtering Tasks by Assignee in Drill-down View
Given the drill-down view is open When the user selects one or multiple assignees from the filter dropdown Then only tasks assigned to those assignees are displayed
Managing Large Task Lists in Drill-down View
Given more than 50 tasks are in the drill-down view Then the view implements infinite scroll or pagination, loading the next set of 50 tasks automatically as the user scrolls
Ensuring Data Accuracy in Drill-down View
Given the drill-down view is generated Then each task’s Original Due Date and Actual Completion Date must match the data stored in the backend API, with no discrepancy
Export and Sharing
"As a team lead, I want to export or share the bottleneck heatmap and report so that I can present findings to stakeholders."
Description

Allow exporting the filtered heatmap data and severity reports in PDF and CSV formats, and provide a shareable link that retains current filters and view settings.

Acceptance Criteria
Export Heatmap as PDF with Active Filters
Given the user has applied filters on the Bottleneck Dashboard When the user selects Export PDF Then the system generates and downloads a PDF file containing the heatmap and severity report matching the applied filters And the filename uses the format taskpulse_heatmap_<timestamp>_<filterSummary>.pdf And the visual layout in the PDF matches the on-screen view within a 5% deviation.
Export Severity Report as CSV
Given the user has applied filters on the Bottleneck Dashboard When the user selects Export CSV Then the system generates and downloads a CSV file containing the severity report data matching the applied filters And the CSV includes appropriate headers and one row per record And the number of rows equals the number of records displayed on-screen.
Generate Shareable Link Retaining Active Filters
Given the user has configured filters and view settings on the Bottleneck Dashboard When the user clicks Generate Link Then the system provides a unique URL capturing the current filters and view settings And copying or opening the URL restores the dashboard to the same state And the link remains valid for at least 30 days.
Export Unfiltered Data Output
Given the user has not applied any filters on the Bottleneck Dashboard When the user selects Export CSV and Export PDF Then the system exports the complete dataset of heatmap and severity reports without omission And the exported files contain data matching the full range of projects and teams in the dashboard.
Export Large Dataset Performance
Given the dashboard contains more than 10,000 records matching the current filters When the user initiates an export in PDF or CSV format Then the system completes file generation and download within 30 seconds And the exported file is free of errors or data truncation.
Real-time Data Refresh
"As a team lead, I want the dashboard to refresh automatically so that I always see the most up-to-date bottleneck information."
Description

Automatically update the heatmap and associated metrics at configurable intervals and support on-demand refresh, reflecting the latest task status changes without manual page reload.

Acceptance Criteria
Configuring Automatic Refresh Interval
Given a team lead sets the automatic refresh interval to 5 minutes, When the interval elapses, Then the bottleneck dashboard updates with the latest heatmap data without manual intervention.
Triggering On-Demand Refresh
Given a team lead clicks the “Refresh Now” button, When the button is clicked, Then the dashboard reloads data and updates the heatmap within 2 seconds.
Verifying Data Consistency After Refresh
Given multiple task status changes occur server-side, When the dashboard refreshes (automatically or on-demand), Then all displayed metrics exactly match the server’s current task statuses for the selected project, assignee, and time period.
Ensuring Minimal UI Disruption During Refresh
Given a data refresh is in progress, When new data is loading, Then existing dashboard filters, zoom level, and scroll position remain unchanged and no blocking loading overlays appear.
Handling Refresh Failures and Notifications
Given a network or server error occurs during refresh, When the refresh attempt fails, Then an inline error message appears with a “Retry” option, and the previously displayed data remains visible.

QuickStart Wizard

Guide HR leads and managers through a step-by-step setup to instantly generate role-specific onboarding workflows. Minimizes manual configuration by prompting only essential details, ensuring new hire plans are live in minutes.

Requirements

Guided Setup Flow
"As an HR manager, I want a guided setup wizard that asks only for essential details so that I can quickly create onboarding workflows without configuring every element manually."
Description

Implement a step-by-step wizard that walks HR leads and managers through configuring onboarding workflows. Each step prompts for essential information only, dynamically adjusting subsequent questions based on previous responses. The wizard should visually highlight progress, provide context-sensitive help, and allow users to navigate back to previous steps without losing entered data. This feature integrates seamlessly with TaskPulse’s existing timeline and notification engine, ensuring that workflows generated align with team schedules and automatic reminders.

Acceptance Criteria
Dynamic Question Flow
Given the HR lead selects the 'Engineering' department When they answer the role level as 'Senior' Then the wizard dynamically displays onboarding questions relevant only to senior engineering roles
Progress Indicator Accuracy
Given the user progresses to step 3 of 5 in the setup flow When they answer the questions in step 3 Then the visual progress bar updates to reflect 60% completion
Context-Sensitive Help Display
Given the user hovers over or clicks the help icon next to a field When context-sensitive help is available for that field Then a tooltip or modal displays relevant guidance without navigating away from the current step
Backward Navigation Without Data Loss
Given the user is on step 4 and clicks the 'Back' button When they return to step 3 Then all previously entered information on step 3 remains intact and editable
Workflow Generation and Integration
Given the user completes all wizard steps and clicks 'Finish' When the onboarding workflow is generated Then the new tasks appear on the TaskPulse timeline and automatic reminders are scheduled according to the provided start dates
Role Template Library
"As a team lead, I want access to role-specific onboarding templates so that I can start with best-practice workflows and adjust them as needed."
Description

Create a centralized library of pre-defined onboarding templates categorized by common roles (e.g., Developer, Sales, Customer Support). Each template includes a default sequence of tasks, due dates, and assignments that can be customized. Templates can be previewed, duplicated, or edited within the QuickStart Wizard. Integration with TaskPulse’s data model ensures that any changes to templates immediately reflect in newly generated workflows.

Acceptance Criteria
Previewing a Role Template
Given the HR lead is in the QuickStart Wizard and selects the “Developer” template from the Role Template Library, When they click the ‘Preview’ action, Then a read-only panel displays the default task sequence, due dates, and assignees exactly as defined in the template.
Duplicating a Role Template
Given the HR lead is viewing a template in the Role Template Library, When they choose ‘Duplicate’ and confirm, Then an identical copy of the template appears in the library with a default name suffix “Copy” and can be immediately edited.
Editing a Role Template
Given the HR lead selects an existing ‘Sales’ template and enters edit mode, When they modify task details (title, due date, assignee) and save, Then the updated template reflects all changes in the library list view and detail view.
Applying Updated Templates to New Workflows
Given a template was edited in the Role Template Library before creating a new onboarding workflow, When a manager generates a new workflow from that template, Then the workflow includes all recent edits (tasks, dates, assignments) without requiring manual refresh.
Categorizing and Searching Templates
Given the HR lead enters a keyword or selects a role category filter in the Role Template Library, When they apply the filter or submit the search, Then only templates matching the selected category or containing the keyword in title or description are displayed.
Essential Details Prompt
"As an HR lead, I want the wizard to only ask for critical information so that I can complete setup faster and avoid information overload."
Description

Introduce an intelligent prompt system that identifies and asks for only the necessary details to generate a functional onboarding plan. The system uses defaults and conditional logic to skip irrelevant fields. It validates inputs in real time, providing inline error messages and suggestions. Collected data feeds directly into the TaskPulse engine to auto-populate task assignments, due dates, and reminders.

Acceptance Criteria
Initial Onboarding Plan Prompt
Given the HR lead starts the QuickStart Wizard for a new hire and required role details are missing, when the wizard attempts to proceed, then the system prompts for role name, department, and joining date before allowing advancement.
Real-Time Input Validation
Given a user enters an email address in the prompt, when the email format is invalid, then an inline error message appears and the user cannot proceed until the input is corrected.
Conditional Field Skipping Logic
Given the selected role does not require equipment setup, when the user reaches the equipment details step, then the wizard automatically skips that step and moves to the next relevant field without user intervention.
Data Integration with TaskPulse Engine
Given the user completes all required prompts, when the onboarding plan is generated, then tasks, due dates, and reminders are auto-populated into the TaskPulse timeline with no manual data entry.
Default Value Application
Given a default due date interval exists for role-specific tasks, when the user does not input custom due dates, then the system applies the default intervals and displays them in the summary before final confirmation.
Visual Progress Indicator
"As a manager, I want to see where I am in the setup process and how many steps remain so that I can manage my time effectively."
Description

Add a persistent visual progress bar or breadcrumb trail at the top of the QuickStart Wizard interface to show users which step they are on, how many steps remain, and which steps are optional. The indicator updates in real time and allows users to click on completed steps to review or modify their inputs. This ensures clarity and reduces abandonment by setting clear expectations.

Acceptance Criteria
Displaying Current Step and Remaining Steps
Given a 4-step QuickStart Wizard, when the wizard loads on step 1, then the progress indicator shows "Step 1 of 4", highlights the first step, and displays three remaining steps.
Real-time Progress Updates
Given the user completes step 2, when they click "Next", then the progress indicator immediately updates to highlight step 3, shows "Step 3 of 4", and adjusts the breadcrumb trail accordingly.
Optional Step Marking
Given step 3 is optional, when the progress indicator displays all steps, then the optional step is visually differentiated (e.g., dotted outline or distinct icon) and labeled "Optional".
Clickable Completed Steps
Given the user has completed steps 1 and 2, when they click on step 1 in the progress indicator, then the wizard navigates back to step 1, pre-populates previous inputs, and highlights step 1.
Responsive Layout on Different Screen Sizes
Given the wizard is viewed on a mobile device, when the screen width is below 600px, then the progress indicator collapses into a compact format displaying "1/4" with a dropdown or horizontal scrolling capability, while remaining fully clickable.
Workflow Preview & Confirm
"As an HR manager, I want to preview the entire onboarding workflow before publishing so that I can catch errors and make adjustments."
Description

Provide a final review screen at the end of the wizard that displays a summarized preview of the generated onboarding workflow. Users can expand each task to view details such as assignee, due date, and reminders. The preview allows edits inline or a one-click confirm to publish the workflow. Upon confirmation, TaskPulse automatically schedules tasks and sends initial notifications.

Acceptance Criteria
Preview Screen Display on Wizard Completion
Given an HR lead completes all steps of the QuickStart Wizard, When they reach the final review screen, Then the summarized onboarding workflow is displayed showing each task with default assignee, due date, and reminder.
Expand Task Details Inline
Given the final review screen is displayed, When the user clicks the expand icon next to a task, Then the task panel expands to show full details including assignee, due date, reminder schedule, and description.
Inline Task Editing
Given a task panel is expanded, When the user edits the assignee, due date, or reminder fields and clicks Save, Then the updated values are immediately reflected in the summary and persisted in the workflow preview.
One-Click Publish Workflow
Given the final review screen with no validation errors, When the user clicks the Confirm & Publish button, Then the workflow is published, tasks are scheduled on the timeline, and the user sees a success confirmation message.
Initial Notification Dispatch
Given the workflow is published, When the system schedules tasks, Then initial notification emails for the first task of each assignee are sent automatically within one minute.

RoleTemplate Vault

Offers a curated library of pre-configured task templates for common positions—engineering, sales, marketing, and more. Allows leads to preview, tweak, and deploy proven workflows at the click of a button, slashing customization time.

Requirements

Category-Based Template Browsing
"As a team lead, I want to browse templates by department and role category so that I can quickly find the most relevant task workflows for my team."
Description

Provide a hierarchical category and subcategory system for organizing role templates, enabling users to filter and browse templates by department, position level, and function. This structure should integrate seamlessly with the existing RoleTemplate Vault UI, allowing leads to quickly locate relevant workflows, reduce search time, and improve adoption of best-practice templates.

Acceptance Criteria
Filter Templates by Department and Level
Given the user is on the RoleTemplate Vault UI When the user selects "Engineering" in Department and "Senior" in Position Level Then the list displays only templates tagged with both "Engineering" and "Senior" And at least one template is shown
Navigate Category Hierarchy via Sidebar
Given the user expands "Marketing" category in the sidebar When the user clicks on "Digital Marketing" subcategory Then only "Digital Marketing" templates appear in the main view And the breadcrumb shows "Marketing > Digital Marketing"
Search Within Selected Category
Given the user has filtered to "Sales" > "Entry Level" categories And entered "outreach" into the search bar When the user executes the search Then results include only templates containing "outreach" within the selected categories And exclude templates outside "Sales" or "Entry Level"
No Results Handling
Given the user filters to a category combination that has no templates When the filter is applied Then a "No templates found" message is displayed And a link to "View all templates" is offered
Persist Filter State Between Sessions
Given the user applied filters: Department "Engineering" and Function "QA" When the user logs out and logs back in Then the previously applied filters remain active on the RoleTemplate Vault UI And the displayed templates reflect those filters
Real-Time Template Preview
"As a team lead, I want to see a live preview of a template’s tasks and timeline so that I can assess its fit before customizing or deploying it."
Description

Implement a live preview pane that displays the full sequence of tasks, dependencies, and schedule timelines for a selected template. The preview should reflect real data examples and adapt dynamically as filters or template versions change, helping users evaluate suitability before deployment without navigating away from the vault.

Acceptance Criteria
Template Task Sequence Preview
Given a user selects a template When the preview pane loads Then it displays tasks in the correct order with dependencies visually connected in a horizontal timeline view
Dynamic Filter Application
Given the user applies a filter (e.g., by role or completion status) When the filter is active Then the preview pane updates immediately to show only the tasks that meet the filter criteria without requiring a page reload
Version Selection Update
Given multiple versions of a template are available When the user selects a different version from the version dropdown Then the preview pane dynamically refreshes to reflect the tasks, dependencies, and schedule of the selected version
Real Data Sample Integration
Given the preview pane uses sample data When a template is loaded Then the pane populates with realistic example data including task durations, due dates, and ownership placeholders
Non-disruptive Navigation
Given the preview pane is open within the vault interface When the user switches between different templates Then the preview updates in place without navigating away from or reloading the vault
Inline Template Customization
"As a team lead, I want to tweak template tasks and settings directly in the vault view so that I can tailor workflows quickly without switching contexts."
Description

Enable direct inline editing of template details—including task names, descriptions, frequencies, and assignees—within the library view. Changes should auto-save as drafts, offer rollback options, and update the preview in real time, streamlining customization without the need for separate modals or pages.

Acceptance Criteria
Inline Edit Task Name
Given the lead is viewing the template library view When the lead clicks on a task name Then the task name field becomes editable inline And the cursor appears in the field for typing Without navigating away from the library view
Inline Edit Task Description
Given the lead is viewing a template card When the lead clicks on a task description Then the description field transforms into an editable text area inline And the preview pane updates in real time to reflect edits
Inline Edit Task Frequency
Given the lead is editing a template When the lead selects the frequency value inline Then a dropdown appears allowing selection of predefined intervals And the change updates the preview schedule immediately
Real-Time Preview Update
Given the lead modifies any task detail inline When the input loses focus or the lead presses Enter Then the preview section reflects the updated detail without page reload And the change persists in draft state
Auto-Save Draft and Rollback
Given the lead makes inline changes to template details When a change is detected Then the system auto-saves the change as a draft within 2 seconds And the lead can click 'Revert' to restore the previous version from the draft history
Template Version Control
"As a team lead, I want to view and revert to earlier versions of a template so that I can safely experiment and restore proven workflows if needed."
Description

Introduce versioning for templates that tracks changes over time, allows users to compare revisions, and revert to previous versions. Each version should be timestamped, annotated with author notes, and accessible in a history panel, ensuring auditability and safe experimentation.

Acceptance Criteria
Accessing Version History Panel
Given a user is on a template’s detail page When the user selects the history icon Then the version history panel displays a chronological list of all versions with timestamps and author names
Comparing Two Template Versions
Given two versions are selected in the history panel When the compare action is triggered Then the system highlights additions, deletions, and modifications between the versions in a side-by-side view
Reverting to a Previous Version
Given a user selects a past version in the history panel When the user confirms revert Then the selected version becomes the current version and is annotated with a revert note and timestamp
Annotating Versions with Author Notes
Given a user saves changes to a template When the save is completed Then the user is prompted to add an author note which is stored and displayed alongside the version entry
Displaying Version Timestamps and Authors
Given the version history panel is open When versions are listed Then each entry shows the exact timestamp of creation and the author’s name in a readable format
Template Sharing & Collaboration
"As a team lead, I want to share my customized templates with peers and control who can edit them so that my organization maintains consistent best practices."
Description

Allow users to share customized templates with specific team members or across the organization, controlling access permissions (view, edit, deploy). Shared templates should appear in recipients’ personal vaults with attribution and update notifications, fostering collaboration and consistency.

Acceptance Criteria
Sharing Template with Individual User
Given a user has customized a template, when the user selects a team member and assigns view permission, then the template appears in the selected member's vault with view-only access.
Organization-wide Template Sharing
Given a user opts to share a template with the entire organization and assigns deploy permission, when any organization member opens the vault, then the template is visible and deployable by all users.
Access Permission Enforcement
Given a shared template has specific permissions, when a recipient attempts an unauthorized action (e.g., edit without edit rights), then the system blocks the action and displays an access denied message.
Template Appears in Recipient's Vault with Attribution
Given a template is shared, when a recipient views their vault, then the shared template is listed with the sharer's name and timestamp of sharing.
Template Update Notifications
Given a shared template is updated by the owner, when changes are saved, then all recipients receive an in-app notification and an email summary of updates.

ToolLink Integrations

Provides one-click connector setups for popular platforms like Slack, Jira, Teams, and Google Workspace. Automates task assignment and status updates across tools, creating seamless end-to-end workflows without manual handoffs.

Requirements

One-Click Connector Setup
"As a team lead, I want to connect my collaboration and project management tools to TaskPulse with one click so that tasks are automatically synchronized without manual setup."
Description

Provide a unified interface allowing team leads to connect TaskPulse with Slack, Jira, Microsoft Teams, and Google Workspace through a single-click flow, automatically setting up necessary webhooks and permissions. This feature removes manual configuration steps, accelerates onboarding of integrations, and ensures secure, consistent connector deployment across tools.

Acceptance Criteria
Slack Connector One-Click Flow Initiation
Given a team lead with valid Slack credentials, when they click "Connect Slack" in the unified interface, then TaskPulse configures the Slack webhook, assigns required OAuth scopes, and displays a confirmation within 30 seconds.
Jira Connector Authentication and Permission Grant
Given the user is authenticated in TaskPulse, when they initiate the Jira connection, then TaskPulse requests and obtains project-level permissions, verifies connectivity by creating a test issue labeled "TaskPulseTest", and shows a success message.
Microsoft Teams Webhook Configuration Test
Given valid Microsoft Teams tenant details, when the team lead selects "Connect Teams", then TaskPulse creates the webhook in the specified channel, assigns Bot framework permissions, and logs a "Connection Established" event within 60 seconds.
Google Workspace Calendar Integration Setup
Given an admin with Google Workspace consent, when they click "Connect Google Workspace", then TaskPulse configures calendar read/write permissions, imports events for the next 30 days into the TaskPulse timeline, and displays the imported events count (>0).
Connector Setup Error Handling
Given expired or insufficient API credentials, when any connector setup is initiated, then TaskPulse detects the error, displays "Invalid Credentials or Insufficient Permissions", rolls back any partial setup, and leaves the system state unchanged.
OAuth Authentication Management
"As an administrator, I want TaskPulse to manage and refresh integration tokens automatically so that connections remain active without me having to reauthenticate frequently."
Description

Implement secure OAuth-based authentication for each supported platform, handling token retrieval, secure storage, refresh workflows, and revocation. This ensures uninterrupted connectivity, minimizes manual re-authentication, and maintains compliance with each platform’s security policies.

Acceptance Criteria
Slack OAuth Token Retrieval
Given a team lead clicks 'Connect to Slack' When they complete the OAuth approval Then the system must retrieve valid access and refresh tokens and store them securely
Jira OAuth Token Refresh
Given the stored Jira access token is expired When the system detects expiry Then it must automatically refresh the token using the refresh token and update secure storage without user intervention
Google Workspace Token Revocation
Given a user disconnects Google Workspace integration When they confirm revocation Then the system must revoke the OAuth tokens via Google's API and remove all stored tokens
Microsoft Teams OAuth Expiry Handling
Given the Microsoft Teams access token has expired When a task sync is attempted Then the system must trigger the token refresh workflow and retry the sync once refreshed
Secure Token Storage and Encryption
Given any platform tokens are received When tokens are stored Then they must be encrypted at rest using AES-256 and only decrypted in memory during API calls
Real-Time Task Synchronization
"As a team lead, I want status updates in Jira to appear immediately in TaskPulse so that I always have the latest view of my team’s progress."
Description

Enable near-real-time synchronization of tasks and status updates between TaskPulse and integrated tools. Leverage event-driven webhooks and polling fallbacks to ensure task assignments, completions, due-date changes, and comments are reflected instantly across systems.

Acceptance Criteria
Synchronizing New Task Creation
Given a user creates a new task in TaskPulse with integration enabled When the task is saved Then the task appears in the connected tool within 5 seconds with matching title, description, assignee, and due date
Updating Task Status Across Platforms
Given an existing task marked in TaskPulse as “In Progress” When the user changes status to “Completed” Then the status in the integrated tool updates to “Done” within 5 seconds
Due-Date Change Propagation
Given a task with an original due date in both systems When the due date is modified in the integrated tool Then the new due date is reflected in TaskPulse within 10 seconds
Comment Synchronization
Given a user adds a comment to a task in TaskPulse When the comment is posted Then the same comment appears in the integrated tool thread under the corresponding task within 5 seconds
Fallback Polling for Missed Webhooks
Given webhooks fail due to transient network issues When the polling interval elapses (every 30 seconds) Then TaskPulse polls the integrated tool and synchronizes any missed task updates within 60 seconds
Error Notification and Retry Mechanism
"As a user, I want to be alerted when a task synchronization fails and be able to retry it easily so that no tasks are lost due to integration errors."
Description

Develop a robust error detection system that monitors integration failures (e.g., authentication errors, webhook timeouts) and automatically notifies users via UI alerts and email. Provide UI controls to retry failed operations or re-establish connections with a single click.

Acceptance Criteria
Authentication Failure Notification
Given invalid credentials for a connected tool, when an authentication attempt occurs, then the UI displays an alert within 5 seconds and an email is sent within 1 minute detailing the error.
Webhook Timeout Retry Option
Given a task update webhook experiences a timeout, when the failure is recorded, then the UI lists the operation with a 'Retry' button and clicking it reattempts and completes the request successfully.
Automatic Reconnection Prompt
Given TaskPulse loses connection to an integrated service, when the disconnection is detected, then a banner prompts the user to reconnect with a single click that restores the link without additional configuration.
Bulk Retry for Multiple Failures
Given multiple operations fail due to a temporary outage, when the user selects 'Retry All' in the error dashboard, then each operation is retried and the UI updates statuses to 'Success' or displays individual error messages for any still failing.
Error Logging Visibility
Given any integration failure occurs, when the error is logged, then detailed error codes, timestamps, and descriptions are visible on the integration settings page and exportable as a CSV file.
Custom Field Mapping Configuration
"As a team lead, I want to map custom fields from my project management tool to TaskPulse attributes so that data remains consistent across platforms."
Description

Offer a configuration UI where team leads can map fields from external systems (e.g., Jira issue type, Slack channel) to TaskPulse task properties (e.g., priority, tags, assignee). Support saving multiple mapping profiles and applying them per project or team context.

Acceptance Criteria
Field Mapping UI Accessibility
Given a team lead navigates to the Custom Field Mapping configuration page When the page loads Then all external system fields and TaskPulse task properties are displayed in an intuitive UI
Create and Save Mapping Profile
Given a team lead configures mappings between external system fields and TaskPulse properties When the lead saves the profile Then the mapping profile is persisted and visible in the profiles list with a timestamp and unique name
Apply Mapping Profile to a Project
Given multiple mapping profiles exist When a team lead selects a profile for a specific project Then the chosen mappings are applied to all incoming tasks from the connected external system for that project
Edit and Update Existing Profile
Given a saved mapping profile exists When the team lead updates field mappings and saves changes Then the profile reflects the new mappings and the changes apply immediately to subsequent task imports
Delete Mapping Profile
Given one or more mapping profiles exist When the team lead deletes a profile Then the profile is removed from the list and no longer available for project assignment
Validation of Required Field Mappings
Given a team lead configures a mapping profile When required TaskPulse properties (priority, assignee) are left unmapped Then the UI displays validation errors and prevents saving until all required mappings are configured

SmartTask Scheduler

Leverages AI to automatically sequence onboarding tasks based on dependencies, resource availability, and start date. Delivers an optimized timeline that balances workload and ensures critical milestones aren’t missed.

Requirements

AI-driven Task Sequencing Engine
"As a team lead, I want the system to automatically generate the optimal sequence of onboarding tasks so that I can save time planning and ensure tasks are completed in the most efficient order."
Description

Implements an AI algorithm that analyzes task dependencies, resource availability, and project constraints to automatically generate an optimized sequence of onboarding tasks. The AI engine continuously learns from historical scheduling data to improve sequence accuracy and efficiency, ensuring balanced workload distribution and on-time delivery of critical milestones.

Acceptance Criteria
Standard Onboarding Sequence
Given a new project with predefined onboarding tasks and dependencies When the AI-driven Task Sequencing Engine is invoked Then it should generate an ordered list of tasks respecting all dependencies And assign start and end dates to each task based on resource availability
Resource Constraint Scheduling
Given a project with limited available resources on specific dates When the engine runs scheduling Then it must not assign more tasks simultaneously than resource capacity allows And reschedule noncritical tasks to avoid overallocation
Learning from Historical Data
Given historical scheduling data from at least 10 past projects When the engine sequences tasks for a new project Then it should optimize the timeline by at least 10% shorter duration compared to a naive sequence And log adjustments reflecting learned patterns
Dependency Conflict Detection
Given a task list with circular or missing dependencies When the engine analyzes dependencies Then it should detect and report conflicts And provide suggestions for resolving dependency issues before sequencing
Critical Milestone Prioritization
Given tasks flagged as critical milestones When scheduling is performed Then the engine must ensure milestone tasks are scheduled no later than their target dates And balance workload around these dates to prevent delays
Dependency Mapping
"As a project manager, I want the system to automatically detect and enforce task dependencies so that I can avoid manual errors and ensure tasks occur in the correct order."
Description

Automatically identifies and maps task dependencies using predefined rules and user-defined relationships. This functionality ensures that prerequisite tasks are completed before dependent tasks begin, preventing scheduling conflicts and reducing manual configuration errors in the onboarding timeline.

Acceptance Criteria
Initial Dependency Detection on Task Creation
Given a new onboarding task with rule-based prerequisites When the task is created Then the system auto-detects all dependencies according to predefined rules and maps them on the timeline
Manual Relationship Override
Given a mapped dependency When a user manually defines or overrides a relationship Then the system updates the dependency map accordingly and persists the override without conflict
Circular Dependency Prevention
Given tasks with existing dependencies When a user attempts to create a cyclic dependency Then the system blocks the action and displays a warning message indicating a circular dependency
Bulk Dependency Update for Rescheduled Tasks
Given multiple dependent tasks When a task’s start date is changed in bulk Then the system recalculates all dependent tasks’ dates to maintain prerequisite order and updates the timeline accordingly
Visualization of Dependency Links
Given tasks with established dependencies When viewing the onboarding timeline Then the system visually distinguishes dependencies with directional arrows and displays task names and dependency types on hover
Resource Availability Integration
"As a team lead, I want the scheduler to use real-time availability data of my team members so that tasks are assigned when resources are actually free."
Description

Integrates with team calendars and resource allocation systems to fetch real-time availability data for each team member. This requirement ensures that the AI scheduler considers individual workloads and prevents overbooking resources, leading to a balanced task distribution and improved team efficiency.

Acceptance Criteria
Fetching Real-Time Calendar Data
Given the system is connected to a team member’s Google Calendar or Outlook when the scheduler fetches availability data for the next 30 days then it retrieves all events and available time slots within 5 seconds without errors.
Handling Conflicting Calendar Entries
Given overlapping events exist on a resource’s calendar when the AI scheduler proposes task time slots then it excludes conflicting slots and only suggests free intervals.
Updating Availability After Task Assignment
Given a task is automatically assigned to a team member when their calendar changes (e.g., new meeting added) then the scheduler recalculates and adjusts the task’s scheduled time within 2 minutes and sends an update notification to the user.
Fallback for Unavailable Calendar Systems
Given a resource’s calendar API request fails or returns an error when fetching availability then the system logs the error, notifies the admin within 10 minutes, and temporarily omits that resource from task assignments until connectivity is restored.
Respecting Resource Time-Off Settings
Given a team member has marked time-off in their calendar when generating the optimized timeline then the scheduler blocks those dates and ensures no tasks are scheduled during the time-off period.
Scheduling Conflict Alerts
"As a project coordinator, I want to receive alerts when there are scheduling conflicts so that I can quickly address and resolve them before they impact the timeline."
Description

Monitors the AI-generated schedule for potential conflicts such as overlapping tasks or resource over commitments, and provides proactive alerts with suggestions to resolve the issues. This feature helps maintain schedule integrity and ensures critical tasks are not delayed due to resource bottlenecks.

Acceptance Criteria
Overlapping Task Alert Trigger
Given the AI-generated schedule contains two tasks for the same resource with overlapping time periods, when the schedule is finalized, then the system generates an alert listing the conflicting tasks within 5 seconds of schedule generation.
Resource Overcommit Notification
Given a team member’s total assigned workload exceeds 100% capacity in a single day, when the AI finalizes the timeline, then the system notifies the scheduler with the team member’s name, total assigned percentage, and suggested reallocation options.
Conflict Resolution Suggestions Provision
Given a detected scheduling conflict, when the user clicks the alert, then the system displays at least two actionable suggestions (reschedule overlapping tasks or assign alternative resource) ranked by least disruption within 3 seconds.
Real-time Conflict Monitoring
Given the user modifies task timings in the schedule editor, when overlapping is created or resolved, then the system updates the conflict alerts in real-time without requiring manual refresh.
Historical Conflict Logging
Given conflicts have occurred in the past 30 days, when the user views the conflict history, then the system displays a log of each conflict event with task names, dates, resolution actions, and timestamps sorted newest first.
Optimized Timeline Visualization
"As a team lead, I want a visual timeline of scheduled tasks with interactive controls so that I can understand the plan at a glance and make adjustments as needed."
Description

Renders the AI-sequenced tasks on an interactive visual timeline, highlighting key milestones, task dependencies, and resource assignments. Users can adjust parameters directly on the timeline, with real-time feedback on scheduling impacts, facilitating transparent communication and easy rescheduling.

Acceptance Criteria
Viewing the AI-Generated Timeline Overview
Given the user accesses the Optimized Timeline view When tasks have been sequenced by AI Then the timeline displays all tasks in chronological order with their start and end dates And key milestones are visually distinct And resource avatars are shown next to each assigned task
Highlighting Dependencies and Milestones
Given the timeline is displayed with task dependencies When there is a dependency between Task A and Task B Then an arrow visually connects Task A's end to Task B's start And milestones due within the next 24 hours are highlighted in red
Adjusting Task Parameters Inline
Given a user clicks on a task bar When the user drags the bar to a new start or end date Then the task’s start and end dates update immediately And dependent tasks shift accordingly on the timeline
Resource Assignment Conflict Resolution
Given two tasks overlap and share the same resource When the user assigns the resource to both tasks Then the system flags the conflict with a warning icon on both tasks And suggests alternative resources based on availability
Real-Time Scheduling Impact Feedback
Given a user modifies a task’s duration or start date When the change affects dependent tasks or milestones Then a live notification displays the number of impacted tasks And the timeline updates instantly to reflect the new schedule

Document Automator

Automatically generates and distributes all necessary documents—NDAs, policy acknowledgements, IT access requests—tailored to the new hire’s role. Reduces administrative overhead and ensures compliance from day one.

Requirements

Template Library Management
"As an HR administrator, I want a centralized template library so that I can quickly find and update document templates for new hires, ensuring consistency and accuracy."
Description

A centralized repository for storing, categorizing, and managing document templates (NDAs, policy acknowledgements, IT access requests). Enables administrators to create, edit, and version templates to ensure all documents remain current and compliant. Integrates with TaskPulse’s role assignments to automatically surface relevant templates, improving consistency and reducing the time spent on manual template searches.

Acceptance Criteria
Upload New Template
Given an administrator on the Template Library page, when they upload a new NDA template file with required metadata (template name, category, description), then the system stores the template with status 'Active', displays it in the template list, and assigns version number '1.0'.
Edit Existing Template
Given an administrator selects an existing Policy Acknowledgement template, when they modify the content and save changes, then the system updates the template content, increments the version number, and records the change in the version history with timestamp and user identifier.
Version Control of Templates
Given multiple versions of an IT Access Request template exist, when an administrator views the version history, then the system displays all previous versions sorted by date with version numbers, creation timestamps, and the option to preview or restore any selected version.
Template Retrieval by Role
Given a new hire is assigned the 'Developer' role during onboarding, when documents are auto-generated, then the system automatically selects and attaches all templates tagged for the 'Developer' role and excludes templates tagged for other roles.
Access Control Enforcement
Given a standard user without admin privileges, when they attempt to create, edit, or delete a template, then the system denies the action and displays a 'Permission Denied' error message.
Role-based Document Generation
"As a hiring manager, I want documents tailored to a new hire's role so that they receive exactly the paperwork they need without manual selection."
Description

Automatically selects and populates the appropriate set of documents for a new hire based on their role, department, and location. Utilizes predefined mapping rules to include required NDAs, policy acknowledgements, and IT access forms. Ensures each new hire receives fully customized, error-free documents without manual intervention, reducing setup time and compliance risks.

Acceptance Criteria
Default Role Document Selection
Given a new hire with role, department, and location assigned, When the HR user initiates document generation, Then the system selects and compiles the mapped documents within 2 seconds.
Department-Specific Policy Acknowledgement
Given a new hire in the Finance department, When documents are generated, Then the system includes the "Financial Data Handling" policy acknowledgement form.
Location-Based IT Access Form Inclusion
Given a new hire located in the EU, When the automator runs, Then the GDPR compliance form and EU-specific IT access request form are included.
Error-Free Document Population
Given placeholder fields in templates, When populating documents, Then all placeholders are replaced with the new hire’s data with zero missing or malformed entries.
Automated Distribution Notification
Given completed documents, When generation finishes, Then the system emails all documents to the new hire and notifies HR within 1 minute.
Distribution Scheduler
"As an HR coordinator, I want documents automatically scheduled for delivery so that new hires receive paperwork at the right time without manual tracking."
Description

Schedules and dispatches generated documents to new hires and relevant stakeholders (HR, IT, Legal) based on configurable triggers and timelines. Supports immediate sending upon offer acceptance or timed delivery (e.g., start date minus one week). Includes automated email templates and follow-up reminders for pending acknowledgements, ensuring timely delivery and reducing manual follow-ups.

Acceptance Criteria
Immediate Dispatch After Offer Acceptance
Given a candidate has accepted an offer, When the system detects the offer acceptance event, Then all mandatory documents must be dispatched to the new hire and relevant stakeholders within 5 minutes.
Scheduled Dispatch One Week Before Start Date
Given a future start date is set for a new hire, When the calendar date reaches exactly 7 days before the start date, Then the system must automatically send the required documents to the new hire and stakeholders without manual intervention.
Automated Follow-up Reminders for Pending Acknowledgements
Given a document remains unacknowledged after the initial dispatch, When 48 hours have elapsed since the last reminder, Then the system must send a follow-up reminder email and log the reminder activity.
Multi-stakeholder Document Distribution
Given a document requires acknowledgment from HR, IT, and Legal, When the document is generated, Then the system must dispatch individualized copies to each stakeholder group with correct role-based templates applied.
Configurable Email Template Customization
Given HR updates an email template for NDAs, When a new hire in the NDA workflow is processed, Then the system must use the updated template for dispatch and reflect changes in preview and sent emails.
Compliance Dashboard
"As a team lead, I want to see the status of all onboarding documents so that I can ensure compliance and follow up on outstanding items efficiently."
Description

Provides a visual dashboard within TaskPulse for monitoring the status of distributed documents, acknowledgements, and outstanding actions. Displays metrics such as completion rates, overdue items, and pending approvals, with filters for hire date, department, and document type. Enhances visibility into onboarding compliance and streamlines follow-up processes.

Acceptance Criteria
Viewing Overall Compliance Metrics
Given the compliance dashboard is loaded, then the user sees summary tiles for completion rate, total documents issued, overdue count, and pending approvals reflecting data for the default timeframe (last 30 days)
Filtering Dashboard by Department
Given the user selects a specific department filter, when applied, then the dashboard updates to display only metrics and list entries for that department, and the active filter tag is shown above the results
Identifying Overdue Document Acknowledgements
Given the dashboard list view is visible, when an employee has one or more overdue documents, then their row is highlighted in red and a "Days Overdue" column displays the number of days past the deadline
Monitoring Pending Approvals by Hire Date
Given the user sets a hire date range filter, when the range is confirmed, then the dashboard shows only employees hired within that period and updates the pending approvals count accordingly
Exporting Compliance Reports
Given the user clicks the "Export" button, when a file format (CSV or PDF) is selected, then a downloadable file containing the current filtered dashboard data is generated and the download begins automatically
Audit Trail Logging
"As a compliance officer, I want a complete audit trail of document activities so that I can verify adherence to policies and respond to audit requests."
Description

Captures an immutable log of all document generation and distribution activities, including timestamps, user actions, and document version histories. Provides searchable and exportable logs for auditing and compliance reviews, ensuring transparency and accountability for all onboarding documentation processes.

Acceptance Criteria
Document Generation Event Logging
Given a user triggers document generation for a new hire, When the document is generated, Then the system logs the event with user ID, timestamp, document type, and template version.
Document Distribution Event Logging
Given the system sends an IT access request to an employee's manager, When distribution completes, Then the log entry includes recipient details, distribution method, and timestamp.
Immutable Log Verification
Given an existing log entry, When an administrator attempts to modify or delete it, Then the system prevents changes and preserves the original entry.
Log Search and Export
Given an auditor searches for log entries between two dates, When the query is executed, Then the system returns matching entries and allows export in CSV and PDF formats.
Version History Tracking
Given a document template is updated, When a new generation event occurs, Then the log reflects both the original and updated template versions with timestamps.

Culture Capsule

Embeds company culture modules into the onboarding flow, including team intros, welcome videos, and interactive quizzes. Fosters engagement and a sense of belonging, accelerating new hire integration.

Requirements

Onboarding Flow Integration
"As a remote team lead, I want to integrate culture capsules into the onboarding flow so that new hires receive structured exposure to company culture at the right moments without manual setup."
Description

Implement flexible integration points within the existing onboarding workflow to embed culture modules—team introductions, welcome videos, and interactive quizzes—seamlessly. Allow leads to configure the sequence and timing of modules without code changes, ensuring new hires experience a cohesive onboarding process. This integrates with TaskPulse’s timeline and notifications to trigger modules at defined milestones and capture completion metrics for analytics.

Acceptance Criteria
Configuring Module Sequence via Admin Interface
Given a lead is on the Onboarding Flow settings page, When they reorder Culture Capsule modules via drag-and-drop and click 'Save', Then the system persists the new sequence, displays a confirmation notification, and reflects the updated order in the onboarding timeline preview.
Triggering Welcome Video Notification at Milestone
Given a new hire reaches the first onboarding milestone (Day 1 login), When the milestone is achieved, Then the system automatically sends a timeline notification containing the welcome video link and records a timestamp in the completion log.
Completing Interactive Quiz Captures Completion Metrics
Given a new hire completes the interactive quiz module, When they submit their answers, Then the system records the quiz completion status, calculates and stores their score, and updates the metrics dashboard in real time.
Viewing Module Completion Metrics in Analytics Dashboard
Given an onboarding lead accesses the Analytics Dashboard, When they apply filters for Culture Capsule modules and a specific date range, Then the dashboard displays accurate completion rates, average quiz scores, and module completion timestamps with correct aggregation.
Customizing Onboarding Timeline Without Code Changes
Given a lead needs to adjust module trigger timings, When they modify start days for each Culture Capsule module (e.g., welcome video at Day 0, quiz at Day 3) via the UI and save changes, Then the onboarding timeline updates accordingly and notifications fire at the new scheduled times.
Module Content Management
"As an HR administrator, I want to manage culture capsule content so that I can keep the onboarding materials up-to-date and relevant to new hires."
Description

Provide a content management interface for team leads and HR admins to create, upload, edit, and organize culture modules. Support various content types—text, images, videos, and quiz questions—with metadata fields for title, description, tags, and order. Include version control, preview capabilities, and role-based access controls. Ensure assets are stored securely and integrate with existing CMS systems.

Acceptance Criteria
Module Creation Workflow
Given an HR admin accesses the CMS interface and selects 'Create New Module', When they provide a title, description, tags, and select one or more content types (text, image, video, quiz), Then the system creates the module with the provided metadata and displays it in the module list.
Multimedia Content Upload
Given a team lead uploads image and video files to a module, When the upload completes, Then each asset is stored securely, thumbnails are generated for images, previews are available for videos, and the assets display correctly within the module editor.
Quiz Question Management
Given an HR admin adds or edits quiz questions for a module, When they save the changes, Then each question is saved with metadata (question text, options, correct answer, tags), version history is recorded, and questions appear correctly in the module preview.
Version Control and Preview
Given an HR admin edits an existing module, When they save and choose to publish or save as draft, Then a new version is created, the previous version remains archived, and the preview feature shows the updated draft without altering the published version.
Role-Based Access Control
Given a user attempts to access module content management features, When their role lacks the necessary permissions (e.g., Team Lead editing quiz questions), Then the system denies access and displays an appropriate error message.
CMS Integration Synchronization
Given the integration with the existing external CMS is configured, When a module is published or updated, Then the system automatically synchronizes module metadata and associated assets with the external CMS within two minutes.
Welcome Video Upload and Playback
"As a new hire, I want to watch a welcome video within the onboarding flow so that I can get a personal introduction from my manager and feel connected from day one."
Description

Enable uploading of welcome videos by managers or HR with support for popular formats (MP4, MOV) up to 500MB. Automatically transcode videos for optimized web playback and implement lazy loading to minimize performance impact. Provide playback controls, transcripts, and caption support, and track user interactions including play, pause, and completion time for reporting.

Acceptance Criteria
Welcome Video File Upload
Given a manager selects a video file in MP4 or MOV format of size <= 500MB, When the file is uploaded, Then the upload completes successfully and the video file is stored without errors.
Automatic Video Transcoding
Given a video has been uploaded, When processing is complete, Then the system provides an optimized web playback version within 2 minutes.
Lazy Loading of Video
Given the onboarding page is loaded, When the video section scrolls into view, Then the video player requests and loads the video resource without delaying the initial page render.
Playback Controls and Accessibility Support
Given the user is viewing the video player, Then play, pause, and seek controls are available, captions can be toggled on/off, and the transcript is accessible via a link.
User Interaction Tracking
Given a user interacts with the video, When they play, pause, or complete the video, Then each event is logged with a timestamp and associated with the user’s session for reporting.
Dynamic Team Introduction Profiles
"As a new hire, I want to see profiles of my team members so that I can familiarize myself with who I’ll be working with and how to reach them."
Description

Automatically generate team member profiles from company directory data (name, role, photo, bio) and allow customization within the culture capsule. Present profiles in a carousel or grid format with hover details and clickable links to contact methods. Ensure real-time synchronization with directory changes and implement fallback handling for missing data.

Acceptance Criteria
Generate profiles from directory data
Given the company directory has updated member data, when the Culture Capsule is loaded, then profiles are automatically generated displaying name, role, photo, and bio for each team member.
Customize profile details
Given a generated team member profile, when an onboarding admin edits the profile fields, then changes are saved and immediately reflected in the Culture Capsule.
Present profiles in carousel or grid
Given multiple team member profiles, when viewing the Culture Capsule, then profiles are displayed in the selected carousel or grid layout with hover details and clickable contact links.
Real-time sync on directory changes
Given updates in the company directory, when the Culture Capsule is next accessed, then the profile information is synchronized to reflect the latest name, role, photo, and bio without requiring a manual page refresh.
Fallback handling for missing data
Given missing fields in the directory (e.g., no photo or bio), when rendering profiles, then default placeholders appear, and no broken elements or errors are displayed in the carousel or grid.
Interactive Quiz Engine
"As a new hire, I want to complete quizzes on company culture content so that I can test my understanding and stay engaged during onboarding."
Description

Build an interactive quiz engine to embed within culture modules, supporting multiple-choice, true/false, and open-ended question types. Provide real-time feedback, configurable passing thresholds, and a review interface for leads. Store quiz results in user profiles, trigger notifications for incomplete or failed attempts, and generate analytics on engagement and performance.

Acceptance Criteria
First-Time Quiz Attempt
Given a new hire accesses an assigned quiz for the first time When they submit all answers Then the system saves the responses, calculates the score, and displays real-time feedback for each question
Quiz Feedback for Incorrect Answers
Given a quiz submission containing one or more incorrect answers When the user completes and submits the quiz Then the system highlights incorrect responses, shows the correct answers, and provides explanatory feedback
Passing Threshold Configuration
Given a lead configures a passing threshold (e.g., 80%) for a quiz When a user completes the quiz Then the system compares the user’s score against the threshold and marks the attempt as Pass or Fail accordingly
Incomplete Quiz Notification
Given a user starts a quiz but does not finish within 24 hours When the 24-hour period expires Then the system automatically sends notification reminders to both the user and their lead
Quiz Performance Analytics Generation
Given multiple users have completed quizzes over a selected timeframe When a lead accesses the analytics dashboard Then the system displays aggregated pass rates, average scores, completion times, and trend graphs for the specified period

AutoInvoice Generator

Automatically crafts and sends professional invoices to contractors as soon as tasks are marked complete, reducing manual billing efforts and accelerating payment cycles.

Requirements

Task Completion Trigger
"As a team lead, I want an invoice to be automatically generated when a task is completed so that I don't have to create invoices manually and can accelerate billing cycles."
Description

Automatically generate a draft invoice the moment a task is marked complete in TaskPulse, incorporating all relevant details such as task description, completion date, hourly or flat rate, total amount due, and any applicable taxes or discounts. This generation occurs without manual intervention, ensuring immediate preparation of invoices and reducing billing delays.

Acceptance Criteria
Standard Hourly Task Invoice Generation
Given a task with an hourly rate is marked complete, When the system processes the completion trigger, Then a draft invoice is generated containing the task description, completion date, total hours, hourly rate, calculated subtotal, and total amount due without taxes or discounts.
Flat-Rate Task Invoice Generation
Given a flat-rate task is marked complete, When the system processes the completion trigger, Then a draft invoice is generated containing the task description, completion date, flat rate amount, and total amount due.
Invoice with Taxes and Discounts Applied
Given a completed task has a defined tax rate and discount, When the system generates the draft invoice, Then the invoice includes line items for subtotal, calculated tax amount, calculated discount, and correctly displays the final total.
Draft Invoice Persistence and Visibility
Given the system generates a draft invoice upon task completion, When the user navigates to the Invoices list, Then the newly generated draft invoice appears sorted by creation date with status 'Draft'.
Rate Configuration Missing Handling
Given a completed task lacks a configured rate, When the system attempts to generate the draft invoice, Then it logs an error, does not create an invoice, and notifies the user of missing rate configuration.
Immediate Invoice Generation Without Manual Intervention
Given a user marks a task as complete, When that action is saved, Then the system automatically generates and queues the draft invoice within two seconds without any manual input.
Invoice Template Customization
"As a finance manager, I want to customize invoice templates so that every invoice reflects our company’s branding guidelines and includes the necessary payment terms and legal notices."
Description

Provide an interface for administrators to customize invoice templates, including company logo, color scheme, font styles, header and footer content, invoice fields (e.g., payment terms, due date), and optional notes. This ensures each invoice aligns with company branding and legal requirements before dispatch.

Acceptance Criteria
Logo Upload and Preview
Given an administrator uploads a PNG, JPEG, or SVG logo under 5MB, When saving the template, Then the logo appears correctly in the preview and is embedded in generated invoices without distortion.
Color Scheme and Font Style Selection
Given an administrator selects primary and accent colors and chooses font styles from a predefined list, When applying the changes, Then the colors and fonts update immediately in the template preview and persist across saved templates.
Header and Footer Content Customization
Given an administrator enters custom header and footer text (up to 200 characters each) including variables like {{company_address}}, When saving, Then the content displays accurately in both the preview and the final invoice PDF.
Invoice Field Configuration
Given an administrator toggles invoice fields (e.g., payment terms, due date, optional notes) and reorders them via drag-and-drop, When saving, Then the final invoice includes only the selected fields in the specified order.
Template Preview and Export
Given an administrator has made template customizations, When clicking ‘Export Preview’, Then a PDF preview downloads reflecting all custom settings (logo, colors, fonts, fields, header, footer) and matches the on-screen preview.
Autosave and Version Rollback
Given an administrator makes multiple changes, When navigating away from the page, Then the latest changes auto-save and previous versions remain accessible for rollback.
Legal Compliance Note Inclusion
Given an administrator adds mandatory legal notes in the optional notes field, When saving, Then the note appears in a designated section on every page of the invoice PDF.
Contractor Data Integration
"As a team lead, I want contractor billing details to be automatically pulled from their profiles so that invoices are accurate and I don’t need to enter information manually."
Description

Integrate with existing contractor profiles in TaskPulse to automatically fetch and populate billing information such as contractor name, mailing address, email address, tax ID, and preferred payment method. This reduces manual data entry errors and ensures accuracy in each generated invoice.

Acceptance Criteria
Auto-Populating Contractor Billing Information Upon Task Completion
Given a task is marked complete, when the invoice generator runs, then the system fetches and auto-populates the contractor's name, mailing address, email address, tax ID, and preferred payment method from their profile.
Fallback to Manual Entry When Contractor Profile Data Is Incomplete
Given a contractor profile is missing required billing information, when the invoice generator attempts to fetch data, then the system flags missing fields, prompts the user to enter the information manually, and prevents sending the invoice until all required fields are completed.
Refreshing Contractor Data After Profile Update
Given a contractor updates their profile in TaskPulse, when the next invoice is generated, then the system retrieves the latest profile data and uses it to populate the invoice without requiring a manual refresh.
Validating Secure Access to Contractor Profiles
Given the system needs to fetch contractor data, when accessing the contractor profile, then data transmission occurs over an encrypted channel (HTTPS), authentication is validated, and only users with invoice generation permissions can trigger the integration.
Syncing Contractor Payment Method Changes
Given a contractor changes their preferred payment method in their profile, when the invoice generator runs, then the updated payment method is reflected on the generated invoice and stored for all future invoices.
Email Delivery Automation
"As a project manager, I want invoices to be emailed automatically to contractors so that they receive them instantly without requiring me to send them manually."
Description

Implement automated email delivery for generated invoices, sending the invoice PDF as an attachment to the contractor’s email address with a customizable email subject and body. Include tracking for delivery status, opens, and bounces to monitor successful receipt and handle failures gracefully.

Acceptance Criteria
Successful Invoice Email Delivery
Given a task is marked complete and its invoice generated for Contractor A, when the email delivery automation triggers, then an email must be sent to Contractor A’s registered email address within 1 minute containing the invoice PDF as an attachment named 'Invoice_<taskID>.pdf' with a file size greater than 0 KB.
Email Open Tracking
Given an invoice email has been sent, when the recipient opens the email, then the system must record an open event in the tracking log within 5 minutes of the open occurrence.
Bounce Handling and Retry
Given an invoice email bounces due to a transient failure (e.g., mailbox full), when the bounce event is detected, then the system must retry sending the email up to 3 times at 5-minute intervals and log each retry attempt; if all retries fail, an alert must be sent to the system administrator.
Customizable Email Content
Given a user has updated the email subject and body templates with placeholders (e.g., {{task_name}}, {{due_date}}), when an invoice email is sent, then all placeholders must be replaced with the correct task data and the email must be delivered using the updated subject and body content.
Delivery Status Dashboard Update
Given any change in email delivery status (sent, delivered, opened, bounced), when the system processes the status event, then the visual status indicator on the Delivery Status Dashboard must update to reflect the new state within 2 minutes.
Invoice Tracking Dashboard
"As a team lead, I want to view the status of all invoices in a dashboard so that I can monitor payment progress and follow up on overdue invoices effectively."
Description

Extend the TaskPulse dashboard with an invoice tracking section that displays the status of all generated invoices (e.g., draft, sent, viewed, paid, overdue). Include filtering, sorting, and search capabilities, as well as visual indicators for overdue payments and upcoming due dates.

Acceptance Criteria
Viewing Invoice Status List
Given the user navigates to the Invoice Tracking Dashboard, When the dashboard loads, Then the user sees a list of all generated invoices with their current status displayed in dedicated columns
Filtering Invoices by Status
Given the user selects a status filter dropdown, When the user chooses a specific status (e.g., Paid, Overdue), Then only invoices matching the selected status are displayed in the dashboard list
Searching for an Invoice
Given the user enters an invoice number or contractor name into the search bar, When the user submits the search, Then the dashboard displays only invoices containing the search term in the invoice number or contractor name fields
Visual Indicator for Overdue Payments
Given an invoice’s due date has passed and payment is not recorded, When the invoice appears on the dashboard, Then the invoice row is highlighted in red and an overdue icon is displayed
Sorting Invoices by Due Date
Given the user clicks the 'Due Date' column header, When the click toggles the sort order, Then the invoice list is sorted ascending or descending by due date accordingly

Payment Trigger Rules

Define custom conditions—such as task status, approval signatures, or milestone achievements—that automatically initiate payment workflows, ensuring contractors are paid precisely when deliverables are met.

Requirements

Conditional Payment Rule Builder
"As a team lead, I want to configure custom payment rules based on task status and approval so that contractors are paid automatically when their deliverables meet predefined conditions."
Description

A visual interface within TaskPulse that allows team leads to configure payment rules based on task attributes such as status changes, approval signatures, or milestone achievements. Users can select conditions, combine multiple criteria with AND/OR logic, and preview triggers before saving. This feature streamlines payment setup, reduces manual oversight, and ensures accurate, timely contractor payouts by automating workflow initiation directly from the task timeline.

Acceptance Criteria
Creating a Simple Payment Rule Based on Task Status
Given the user opens the Conditional Payment Rule Builder When they select “Task Status” equals “Completed” and set payment amount to $500 and click “Save” Then the rule is listed with correct condition, amount, and will trigger on task completion
Combining Multiple Conditions with AND Logic
Given the user configures a new rule When they add “Task Status equals Approved” AND “Milestone Achieved equals Yes” and click “Save” Then the rule is displayed with both conditions joined by AND and triggers only when both are met
Combining Multiple Conditions with OR Logic
Given the user configures a new rule When they add “Approval Signature received” OR “Task Status equals Completed” and click “Save” Then the rule appears with conditions joined by OR and triggers if either condition is met
Previewing a Payment Trigger Before Saving
Given the user has built a rule with one or more conditions When they click “Preview Trigger” Then the system shows a sample task timeline highlighting when the trigger would fire and the payment amount
Preventing Invalid Rule Configurations
Given the user attempts to save a rule without selecting any condition or with conflicting criteria When they click “Save” Then the system displays an error message explaining the issue and prevents saving until corrected
Multi-Condition Logic Support
"As a project manager, I want to combine multiple conditions in a single payment rule so that payments only trigger when all required criteria are met."
Description

Support for complex rule creation by enabling multiple conditions using logical operators (AND, OR). TaskPulse will evaluate composite conditions—such as ‘Task approved AND milestone reached’—before triggering payments. This capability allows for granular control over payment workflows, ensuring that all necessary criteria are satisfied prior to initiating transactions and reducing the risk of premature or incorrect payments.

Acceptance Criteria
Trigger Payment When All Conditions Are Met
Given a payment trigger rule with Condition A AND Condition B, when both conditions evaluate to true for a task, then the payment workflow is automatically initiated.
Prevent Payment When Any AND Condition Fails
Given a payment trigger rule with Condition A AND Condition B, when at least one condition evaluates to false, then the payment workflow is not initiated.
Trigger Payment When Any OR Condition Is Met
Given a payment trigger rule with Condition A OR Condition B, when at least one condition evaluates to true, then the payment workflow is automatically initiated.
Respect Parentheses in Composite Conditions
Given a payment trigger rule with mixed AND and OR operators and explicit parentheses, when evaluating conditions, then the system respects the defined grouping and initiates payment only if the grouped conditions evaluate to true.
Re-Evaluate Conditions on Task Updates
Given a task’s condition status changes after initial evaluation, when Condition A or Condition B is updated, then the system re-evaluates the composite rule and triggers or halts the payment workflow accordingly.
Handle Invalid Conditions Gracefully
Given a payment trigger rule referencing an invalid or unsupported condition, when attempting to save the rule, then the system displays a validation error and prevents saving until the condition is corrected.
Approval Signature Integration
"As a client stakeholder, I want payments to trigger only after I digitally sign off on deliverables so that I can ensure quality and completeness before disbursing funds."
Description

Integration of electronic approval signatures within TaskPulse to serve as a trigger condition for payment rules. Users can require digital sign-off from designated approvers, and the system will validate signatures before executing payment workflows. This ensures accountability, provides an audit trail, and aligns payment execution with formal approval processes.

Acceptance Criteria
Single Approver Digital Signature
Given a task requires electronic approval signature by a designated approver When the approver signs electronically Then the system must capture signature metadata (user ID, timestamp, signature hash), update the task status to 'Approved', generate an audit log entry, and automatically initiate the associated payment workflow
Signature Validation Failure
Given a signature submission from a user not listed as an authorized approver When the system receives the signature Then the system must reject the signature, display an 'Unauthorized Signer' error message to the submitter, retain the task in 'Pending Approval' status, and not trigger any payment workflow
Multi-Approver Signature Sequence
Given a task configured to require signatures from multiple approvers in a defined order When each approver signs in the prescribed sequence Then the system must enforce the signing order, lock out subsequent approvers until prior signatures are captured, log each signature event separately, update task status to 'Fully Approved' only after the final signature, and trigger the payment workflow upon full approval
Audit Trail Record
Given any electronic signature event When a signature is captured Then the system must record in the audit trail the user ID, timestamp, signature hash, task ID, and any attached comments, and ensure the complete audit trail for the task is exportable as a PDF or CSV
Signature Expiration and Reassignment
Given an approval request with a configured expiration period When the designated approver does not sign within the expiration window Then the system must send a timeout notification to the task owner, reassign the approval request to a designated backup approver, log the timeout and reassignment events in the audit trail, and hold payment trigger until a valid signature is obtained
Milestone-Based Trigger Configuration
"As a project coordinator, I want payments to trigger when key milestones are marked complete so that financial disbursements align with project progress."
Description

Capability to define payments based on milestone achievements recorded on the project timeline. Team leads can set payments to trigger when specific milestones transition to 'Completed' status. This aligns financial workflows with project progress, improving cash flow management and reinforcing milestone accountability.

Acceptance Criteria
Configurable Milestone Selection
Team lead can select one or more milestones from the project timeline when defining a payment trigger rule; the milestone dropdown lists all milestones with name and planned completion date; selections are saved and displayed on the trigger configuration page.
Automated Payment Initiation
When a configured milestone’s status changes to “Completed,” the system initiates the payment workflow automatically within two minutes without manual intervention.
Custom Payment Amount Association
Team lead can specify a fixed amount or percentage of total contract value for each milestone trigger; the specified amount is included correctly in the generated payment request.
Trigger Confirmation Notification
Upon initiation of the payment workflow for a completed milestone, the system sends an email and in-app notification to the team lead and finance team with details of milestone name, completion timestamp, and payment amount.
Prevent Trigger for Incomplete Milestones
If a milestone’s status is not “Completed,” the system does not initiate the payment workflow and displays an error message when attempting manual trigger invocation.
Custom Notification & Audit Trail
"As a finance administrator, I want to receive notifications and see detailed logs when payments are triggered or fail so that I can track transactions and resolve issues promptly."
Description

Automated notification system that alerts relevant stakeholders upon payment rule execution or failure. Each payment trigger event is logged in an audit trail with timestamps, conditions evaluated, and execution results. This provides transparency, facilitates troubleshooting, and ensures compliance with financial governance policies.

Acceptance Criteria
Notification Sent on Successful Payment Trigger
Given a payment trigger rule is met and executed successfully When the system processes the rule Then an automated notification is sent to all relevant stakeholders within 1 minute
Alert on Payment Failure
Given a payment trigger rule fails to execute When the failure occurs Then an error notification with failure details is sent to stakeholders and logged in the system within 2 minutes
Audit Log Entry for Payment Events
Given any payment trigger execution (success or failure) When the event completes Then an audit record is created with timestamp, rule name, event status, and stakeholder IDs
Audit Record Includes Evaluated Conditions
Given a payment trigger event is processed When generating the audit entry Then the record must include all evaluated conditions and their boolean results
Audit Trail Accessibility for Compliance Review
Given a compliance user requests audit records When querying the audit trail Then the system returns all payment trigger events within the specified date range in CSV or JSON format within 5 seconds

Contractor Pay Dashboard

Provides a centralized view of outstanding and completed payments, upcoming invoices, and payment history, giving team leads clear visibility into financial obligations and cash flow.

Requirements

Outstanding Payments Summary
"As a team lead, I want to see a consolidated summary of all outstanding contractor payments so that I can prioritize and manage cash flow effectively."
Description

Provides a consolidated dashboard displaying the total amount of unpaid contractor invoices, broken down by contractor, invoice date, and due date. Highlights overdue payments and upcoming due dates with visual indicators and color coding to draw immediate attention. Enables team leads to quickly assess outstanding financial obligations in one glance, improving cash flow management and reducing the risk of missed payments.

Acceptance Criteria
Viewing All Outstanding Contractor Payments
Given the Team Lead is on the Outstanding Payments Summary dashboard When the dashboard loads Then the total unpaid amount displays correctly and each contractor’s invoices are listed with invoice date and due date
Identifying Overdue and Upcoming Payments
Given the dashboard displays invoice entries When an invoice’s due date is before today Then it is highlighted in red; When an invoice’s due date is within the next 7 days Then it is highlighted in yellow; Otherwise it is highlighted in green
Filtering Payments by Contractor
Given the Team Lead selects a contractor from the Contractor filter dropdown When the filter is applied Then only invoices for the selected contractor are displayed and the total unpaid amount updates accordingly
Sorting Payments by Due Date and Invoice Date
Given the Team Lead clicks the Due Date or Invoice Date column header When clicked once Then the list sorts in ascending order and when clicked again sorts in descending order
Exporting Outstanding Payments Report
Given the Team Lead clicks the Export button When the export is confirmed Then a CSV file downloads containing all currently displayed invoices with contractor, invoice date, due date, and amount columns
Invoice Timeline View
"As a team lead, I want to visualize all contractor invoices on a timeline so that I can anticipate payment schedules and plan budgets."
Description

Displays upcoming and past contractor invoices on an interactive timeline chart, allowing users to scroll through calendar weeks or months. Each invoice is represented by a colored marker indicating status (pending, paid, or overdue). Hovering reveals key details such as contractor name, amount, and due date. This visual timeline helps team leads anticipate payment dates and plan budgets proactively.

Acceptance Criteria
Timeline Initialization
Given the user navigates to the Invoice Timeline View on the Contractor Pay Dashboard When the view loads Then the timeline renders all invoices from the previous three months through the next three months within 2 seconds
Navigation Through Time
Given the user clicks the next or previous month controls on the timeline When the control is activated Then the timeline scrolls smoothly to display the corresponding month within 500ms
Status Indicators
Given invoices exist with statuses pending, paid, or overdue When the timeline renders their markers Then each marker is colored blue for pending, green for paid, and red for overdue consistently
Invoice Details Tooltip
Given the user hovers over any invoice marker on the timeline When the hover persists for at least 200ms Then a tooltip appears displaying the contractor name, invoice amount, and due date
Mobile Responsiveness
Given the user accesses the Invoice Timeline View on a device with width less than 768px When the timeline is displayed Then it switches to a vertical scroll layout showing the same markers and tooltips without loss of functionality
Historical Payment Records
"As a team lead, I want to view and filter historical payment records so that I can audit spending and forecast future budgets."
Description

Offers a searchable, filterable table of all completed payments, including fields for contractor name, invoice number, payment date, amount paid, and payment method. Allows sorting by any column and filtering by date range, contractor, or payment status. Supports quick reconciliation and audit processes by providing comprehensive payment history at the click of a button.

Acceptance Criteria
Search by Contractor Name
Given the user is on the Historical Payment Records view When the user enters a contractor name in the search field and submits Then the table displays only records where the contractor name matches the search term
Filter by Date Range
Given the user is on the Historical Payment Records view When the user selects a start date and end date and applies the filter Then only payment records with payment dates within the selected range are shown
Sort by Amount Paid
Given the user is on the Historical Payment Records view When the user clicks the 'Amount Paid' column header once Then the records are sorted in ascending order of amount paid And when the user clicks the 'Amount Paid' header again Then the records are sorted in descending order of amount paid
Filter by Payment Status
Given the user is on the Historical Payment Records view When the user selects one or more payment statuses (e.g., Completed, Pending) and applies the filter Then only records matching the selected payment statuses are displayed
Export Payment History
Given the user is on the Historical Payment Records view When the user clicks the 'Export' button and selects CSV format Then a CSV file is generated and downloaded containing all currently displayed records with correct columns and data
Scheduled Payment Reminders
"As a team lead, I want automated reminders for contractor payments so that I never miss a due date and reduce manual follow-ups."
Description

Automates email and in-app reminders for upcoming and overdue contractor payments. Users can configure reminder intervals (e.g., 7 days before due date, on due date, after due date) and customize reminder templates. Reminders are logged in the activity feed and can be snoozed or dismissed, ensuring no payment deadlines are missed.

Acceptance Criteria
Configuring Reminder Intervals
Given a team lead is on the Scheduled Payment Reminders settings page When they select one or more reminder intervals (e.g., 7 days before, on due date, after due date) and save changes Then the selected intervals are persisted and displayed correctly in the settings list
Customizing Reminder Templates
Given a team lead is editing an email or in-app reminder template When they update the subject and body using supported placeholders (e.g., {{ContractorName}}, {{DueDate}}) and save the template Then the sample preview reflects the changes and placeholders are replaced with sample data
Sending Scheduled Reminders Before Due Date
Given a contractor payment is due in 7 days When the system processes scheduled reminders Then an email and in-app reminder are sent to the team lead with correct payment details exactly 7 days before the due date
Logging Reminders in Activity Feed
Given any reminder (upcoming or overdue) is sent When the reminder is triggered Then a corresponding entry is added to the activity feed with timestamp, reminder type, and payment reference
Snoozing and Dismissing Reminders
Given a team lead receives an in-app reminder When they choose to snooze for a specified interval or dismiss it Then the reminder is rescheduled after the snooze interval or marked as dismissed and no further notifications are sent for that payment
Financial Export and Reporting
"As a team lead, I want to export payment and invoice data so that I can share reports with finance and stakeholders."
Description

Enables exporting payment data, outstanding balances, and invoice history to CSV, PDF, and Excel formats. Includes pre-built report templates for cash flow summaries, contractor spending breakdowns, and overdue payment reports. Users can schedule recurring exports to be delivered via email or cloud storage integration, supporting financial reporting and stakeholder communication.

Acceptance Criteria
CSV Export of Payment Data
Given the user is on the Financial Export and Reporting page and selects CSV format with a specified date range, When they initiate the export, Then the system generates and downloads a file named payments_<current_date>.csv containing all payment records in that range with headers: Payment ID, Contractor, Amount, Status, Date, and all data matches the database records.
PDF Generation of Cash Flow Summary
Given the user chooses the “Cash Flow Summary” pre-built template and selects PDF format, When they export, Then the system produces a downloadable PDF named cash_flow_summary_<current_date>.pdf containing monthly inflow and outflow totals, charts illustrating trends, and a summary table matching the filtered data.
Excel Export of Overdue Payment Report
Given the user applies an overdue payments filter and selects Excel format, When the export runs, Then the system downloads an .xlsx file containing all invoices past due by the filter threshold, including columns: Invoice ID, Contractor, Due Date, Days Overdue, Amount, and applies conditional formatting highlighting items overdue by more than 30 days.
Scheduling Recurring Exports via Email
Given the user configures a recurring export schedule (e.g., weekly) on the export settings page, selects CSV format, specifies recipient emails, and saves the schedule, When the scheduled time arrives, Then the system automatically sends the exported CSV to the specified emails, with the correct file attachment, subject line matching the schedule name, and no manual intervention.
Cloud Storage Integration for Scheduled Exports
Given the user has connected their cloud storage account and configured a scheduled export using a pre-built template, When the scheduled export executes, Then the system uploads the exported file to the designated cloud folder, names the file according to the template and date, and logs the upload timestamp and file URL in the audit log.

Multi-Currency Support

Allows seamless invoicing and payouts in multiple currencies, automatically converting amounts at current exchange rates to accommodate global contractors and simplify international billing.

Requirements

Real-Time Exchange Rate Integration
"As a finance manager, I want the system to automatically update exchange rates in real time so that invoicing and payouts reflect the latest rates for accurate billing."
Description

Integrate with a reliable external API to fetch and update currency exchange rates at configurable intervals (e.g., hourly). Store rates in a secure cache and maintain a historical record for audit purposes. Implement fallback mechanisms and alerts if rate fetching fails. Ensure seamless integration with invoicing and payouts modules to guarantee accurate conversions.

Acceptance Criteria
Hourly Exchange Rate Update
Given the system is configured to fetch rates hourly, when the scheduled task runs, then the system must retrieve and store updated exchange rates within 5 minutes without errors.
Fallback on API Failure
Given the external API is unresponsive, when the fetch request fails, then the system must use the most recent cached rates and send an alert notification to the admin within 1 minute.
Historical Rate Logging
Given each successful rate fetch, when the rates are stored, then the system must log the timestamp, base and target currencies, and rate value into the historical records database, retaining data for at least 12 months.
Accurate Invoice Conversion
Given a user creates an invoice in a foreign currency, when the total is calculated, then the system must apply the latest fetched exchange rate and display the conversion breakdown matching manual calculation within a 0.01% tolerance.
Manual Rate Refresh Trigger
Given the admin initiates a manual refresh, when the action is executed, then the system must immediately fetch and update exchange rates, log the operation, and confirm success to the admin within 2 minutes.
Invoice Currency Selection
"As a team lead, I want to generate invoices in the contractor's local currency so that they can easily understand payment amounts and avoid confusion."
Description

Enable users to select the desired currency when creating invoices. Provide a dropdown of supported currencies, defaulting to the contractor’s local currency based on profile settings. Automatically calculate and display converted amounts using the latest exchange rate.

Acceptance Criteria
Default Currency Preselection
Given a contractor’s profile with a specified local currency, when a user initiates invoice creation, then the currency dropdown defaults to the contractor’s local currency.
Currency Dropdown Completeness
Given the system supports multiple currencies, when a user views the currency dropdown in the invoice form, then all supported currencies are listed in alphabetical order.
Manual Currency Override
Given the default currency is preselected, when a user selects a different currency from the dropdown, then the selection persists and updates all monetary fields to reflect the new currency.
Real-Time Exchange Rate Application
Given a currency selection change, when the user selects a non-default currency, then the system applies the latest exchange rate and displays the converted invoice amounts accurately.
Exchange Rate Timestamp Display
Given an applied exchange rate, when the invoice form is displayed, then the timestamp of the rate retrieval is shown next to the converted amount.
Automatic Multi-Currency Payouts
"As a contractor, I want to receive my payments in my preferred currency so that I don't have to deal with conversion fees and delays."
Description

Allow payouts to be processed in the selected currency by integrating with the payment processor’s multi-currency capabilities. Apply automatic conversion of invoice totals at the stored exchange rate, and handle transaction fees appropriately. Provide confirmation and detailed payout receipts to both sender and recipient.

Acceptance Criteria
Initiate Multi-Currency Payout
Given an invoice in a selected currency When a user initiates a payout Then the system processes the payout in the selected currency and debits the corresponding base currency balance using the stored exchange rate.
Automatic Exchange Rate Application
Given a stored exchange rate When processing a payout Then the system applies that rate to convert the invoice total to the payout currency accurately to two decimal places.
Transaction Fee Handling
Given defined transaction fee rules When a payout is initiated Then the system calculates and deducts the correct fee amount from the payout and includes fee details in the payout summary.
Payout Confirmation and Receipt Generation
Given a successfully processed payout When the payout completes Then the system sends a confirmation email and generates a detailed receipt showing original amount, converted amount, exchange rate, fees, and net amount to both sender and recipient.
Error Handling for Unsupported Currencies
Given a user selects a currency not supported by the payment processor When attempting to initiate a payout Then the system prevents the transaction and displays an error message indicating unsupported currency.
Currency Conversion Audit Trail
"As an auditor, I want to view the historical exchange rates and conversion details for each invoice so that I can verify the accuracy of financial records."
Description

Maintain detailed logs of all currency conversions, including timestamps, exchange rates used, original and converted amounts, and user actions. Make the audit trail accessible via the admin interface with filtering by date, currency, and transaction type for compliance and review.

Acceptance Criteria
Currency Conversion Logging
Given a user performs a currency conversion, when the conversion is executed, then a new audit log entry is created containing the timestamp, exchange rate used, original amount, converted amount, and initiating user ID.
Audit Log Data Integrity
Given an existing audit log entry, when the entry is retrieved, then all stored fields (timestamp, exchange rate, original amount, converted amount, user action) match the values at the time of conversion without alteration.
Date Range Filtering
Given the admin selects a start and end date in the audit interface, when the filter is applied, then only log entries with timestamps within the inclusive date range are displayed.
Currency Filtering
Given the admin chooses a specific currency code, when the currency filter is applied, then only audit log entries where the original or converted currency matches the selected code are shown.
Transaction Type Filtering
Given the admin selects a transaction type (invoicing or payout), when the type filter is applied, then only audit log entries matching the selected transaction type appear.
Multi-Currency Reporting Dashboard
"As a finance director, I want to see a dashboard summarizing invoices and payouts across different currencies so that I can analyze global financial performance at a glance."
Description

Develop a dashboard to display financial metrics by currency, including total invoiced amounts, payouts, and outstanding balances. Offer the ability to view data in both native currencies and a chosen base currency. Include charts and filters for time periods, project, and team members.

Acceptance Criteria
Native Currency Metrics Display
Given the user selects 'Native Currency' mode, when the dashboard loads, then total invoiced amounts, total payouts, and outstanding balances are displayed in each item's native currency.
Base Currency Conversion Display
Given the user selects a base currency, when the dashboard loads, then all financial metrics are converted to and displayed in the chosen base currency using current exchange rates.
Filter by Time Period
Given the user sets a custom date range filter, when the filter is applied, then the dashboard updates to show only invoices, payouts, and balances within that date range in the selected currency mode.
Filter by Project and Team Member
Given the user selects specific projects and team members, when filters are applied, then only financial metrics associated with those selections are displayed.
Interactive Chart Visualization
Given the user views any chart on the dashboard, when hovering over data points, then tooltips display exact amounts and currencies, and legends correctly label invoiced, payouts, and outstanding balances.
Exchange Rate Service Unavailability
Given the exchange rate API is unavailable, when the user attempts to view converted metrics, then the dashboard displays metrics in native currency and shows a notification that conversion service is unavailable.

Reconciliation Sync

Integrates with accounting platforms (e.g., QuickBooks, Xero) to automatically reconcile invoiced amounts with financial records, eliminating duplicate data entry and ensuring accuracy in bookkeeping.

Requirements

API Integration Module
"As a finance manager, I want TaskPulse to automatically connect to our accounting system so that invoice data is synchronized without manual exports and imports."
Description

Connect TaskPulse to external accounting platforms such as QuickBooks and Xero via their public APIs to fetch and push invoice data. Ensure secure, reliable connectivity using OAuth 2.0, maintain session tokens, and support automatic reconnection. This integration streamlines data flow, eliminates manual data entry errors, and syncs financial records bidirectionally.

Acceptance Criteria
OAuth2 Authentication Flow
Given valid accounting platform credentials, when the user initiates the connection process, then the system successfully completes the OAuth2 handshake, stores the access and refresh tokens securely, and displays a confirmation message.
Token Refresh Handling
Given an expired access token, when the system detects expiration, then it automatically requests a new access token using the stored refresh token without user intervention and updates the stored tokens upon success.
Invoice Data Fetch
Given a linked QuickBooks or Xero account, when a scheduled sync is triggered, then the system fetches all new and updated invoices from the accounting platform within the configured timeframe and stores them accurately in TaskPulse.
Invoice Data Push
Given new or updated invoices in TaskPulse, when a scheduled sync is triggered, then the system pushes those invoices to the connected accounting platform, ensuring that each invoice’s fields (amount, date, description) match exactly and no duplicates are created.
Error Handling and Retry
Given a transient network error during data sync, when a sync attempt fails, then the system retries up to three times with exponential backoff and logs each attempt; if all retries fail, it generates an alert for the administrator.
Field Mapping Configuration
"As an admin, I want to map TaskPulse invoice fields to Xero fields so that data is accurately reconciled across systems."
Description

Provide an administrative interface that allows users to map TaskPulse invoice fields to corresponding fields in the accounting platform. Support both default mappings for common fields and custom mappings for organization-specific fields, enabling accurate data alignment and reducing setup time.

Acceptance Criteria
Default Field Mapping Setup
Given an admin selects 'Use Default Mappings' when connecting to the accounting platform, TaskPulse populates mapping fields with the recommended defaults for InvoiceNumber, Date, Amount, CustomerID, and Description.
Custom Field Mapping Creation
Given an admin maps a TaskPulse field to a user-defined accounting platform field and clicks 'Save', then the custom mapping is persisted, displayed in the configuration list, and applied to all future reconciliations.
Required Field Mapping Validation
When an admin attempts to save without mapping the mandatory fields InvoiceNumber, Date, and Amount, then the system displays a validation error and prevents saving until all required mappings are provided.
Import Existing Mappings
Given an admin uploads a valid JSON file of existing mappings and confirms the import, then TaskPulse validates the schema, updates the configuration accordingly, and displays a success message.
Mapping Preview and Testing
When an admin clicks 'Preview Mapping', TaskPulse loads a sample invoice and displays the mapped TaskPulse and accounting platform fields side by side, confirming correct alignment.
Reset Mappings to Default
When an admin selects 'Reset to Defaults', then all custom mappings are cleared, default mappings are restored in the interface, and a confirmation message prompts the admin to save changes.
Real-Time Synchronization Engine
"As a team lead, I want invoices created in TaskPulse to be updated immediately in QuickBooks so that our financial ledgers reflect the latest data without delays."
Description

Implement a synchronization engine that triggers whenever an invoice is created, updated, or deleted in TaskPulse. Use webhooks or polling mechanisms to push changes to the accounting platform in near real-time, ensuring financial records are always current and reducing latency between applications.

Acceptance Criteria
Invoice Creation Sync Triggered
Given a new invoice is created in TaskPulse When the invoice is saved Then the synchronization engine should send a webhook payload to the accounting platform within 5 seconds And the accounting platform acknowledges receipt with a 200 OK status.
Invoice Update Propagation
Given an existing invoice is edited in TaskPulse When changes are saved Then the synchronization engine should detect and send updated invoice data to the accounting platform And the accounting platform reflects the updated fields accurately.
Invoice Deletion Handling
Given an invoice is deleted in TaskPulse When the deletion occurs Then the synchronization engine should send a deletion event to the accounting platform And the invoice is removed from the accounting system within 10 seconds.
Error Handling on Sync Failures
Given the accounting platform returns an error (status code >= 400) When attempting to sync an invoice Then the synchronization engine should retry the request up to 3 times with exponential backoff And log the failure details into TaskPulse’s error queue.
Performance Under High Load
Given 100 invoices are created, updated, or deleted in a 1-minute window When the synchronization engine processes these events Then all webhook or polling requests should complete successfully within 60 seconds And no events should be lost or delayed beyond 10 seconds.
Conflict Detection and Resolution
"As an accountant, I want TaskPulse to alert me when an invoice conflict occurs so that I can resolve discrepancies before they impact our financial reports."
Description

Develop a mechanism to detect discrepancies when invoice data already exists in the accounting system or when data mismatches occur during synchronization. Flag conflicts, log details, and present a UI for users to review differences and choose whether to overwrite, merge, or skip the update.

Acceptance Criteria
Existing Invoice with Different Amount
Given an invoice with number INV-1001 exists in the accounting system with amount $1,000, when TaskPulse syncs an invoice INV-1001 with amount $1,100, then TaskPulse must flag a conflict, log both amounts and invoice details, and present options to overwrite, merge, or skip.
Invoice Already Synchronized
Given an invoice INV-1002 is marked as 'Synchronized' in QuickBooks, when TaskPulse processes the same invoice INV-1002 again, then it must detect the duplicate, flag a conflict, and offer the option to skip update.
Missing Mandatory Field Conflict
Given an incoming invoice record missing a required field (e.g., vendor ID), when TaskPulse attempts to sync the invoice, then it must flag the record as invalid, log the missing field in the conflict log, and present an option to skip the update.
Bulk Sync with Mixed Conflicts
Given a batch of 10 invoices containing 3 with mismatched amounts and 2 duplicates, when TaskPulse performs the bulk sync, then it must flag each conflicting invoice individually, display a summary count of conflicts, and allow users to resolve or skip each conflict before completing the sync.
Resolution Action Execution
Given a user selects 'overwrite' for a flagged conflict on invoice INV-1003, when the user confirms the overwrite action, then TaskPulse must update the accounting system with the new invoice data, mark the conflict as 'Resolved', and log the resolution action with timestamp and user ID.
Audit Trail and Reporting
"As an auditor, I want access to synchronization logs so that I can verify the integrity of invoice data transfers and maintain compliance records."
Description

Maintain detailed logs of all reconciliation activities, including timestamps, data changes, API responses, and user actions. Provide a reporting dashboard that displays synchronization history, error rates, and conflict resolutions, with export functionality for compliance and auditing purposes.

Acceptance Criteria
User views audit log entries
Given the user navigates to the Audit Trail dashboard When the user applies a date range and action-type filter Then the system displays log entries including timestamp, action type, user ID, and record details And the number of displayed entries matches the activities performed within the selected range
System records API response details
Given the system receives reconciliation data from the accounting platform When an API call is made Then the system logs the full API request and response payloads with timestamps and HTTP status codes
User exports reconciliation report
Given the user initiates an export from the Reporting dashboard When the export button is clicked Then the system generates and downloads a CSV file containing synchronization history, error rates, and conflict resolutions for the selected period
System logs data change actions
Given a reconciliation record is created, updated, or deleted When the action occurs Then the system logs the change type, affected fields, original and new values, user ID, and timestamp
System displays synchronization error metrics
Given the Reporting dashboard is loaded When the synchronization error metrics widget renders Then it shows total API calls, successful syncs, failed syncs, and conflicts resolved for the past 30 days And the data refreshes automatically every time the page is accessed

OneTouch Login

Enable users to securely access TaskPulse with a single click by sending dynamic, time-limited magic links to their registered email or mobile device. Eliminates password entry completely, reducing login friction and accelerating daily workflows.

Requirements

Magic Link Generation
"As a team lead, I want to log into TaskPulse with a one-click link so that I can access my dashboard instantly without remembering passwords."
Description

Generate cryptographically secure, single-use magic links with embedded tokens that authenticate users without requiring password input. Each link should be dynamically created upon login request, integrated into TaskPulse’s backend authentication flow, and configurable for expiration duration. The implementation must ensure tokens are tamper-proof, time-limited, and tied to specific user sessions to prevent replay attacks and unauthorized access.

Acceptance Criteria
User requests magic link and receives it successfully
Given a registered user requests a magic link, When the request is processed, Then an email or SMS with a unique, single-use magic link containing a secure token of at least 256 bits is delivered within 5 seconds.
Magic link expires after configured duration
Given a magic link with a 15-minute expiration is generated, When the user clicks the link after 15 minutes, Then the system rejects authentication and displays an expiration error.
User cannot reuse a magic link
Given a magic link has been successfully used for authentication, When the same link is reused, Then the system denies access and prompts the user to request a new magic link.
System rejects tampered magic links
Given a user modifies any part of the magic link token, When the altered link is presented, Then the system rejects the request, logs a security event, and notifies the user of invalid credentials.
Prevent magic link enumeration through rate limiting
Given a user makes more than 5 magic link requests within 10 minutes, When the threshold is exceeded, Then the system blocks further requests for the remainder of the window and returns a rate-limit error.
Secure Link Delivery
"As a user, I want to receive the login link promptly and reliably so that I can sign in quickly whenever I need to."
Description

Deliver magic links via registered email addresses or mobile numbers through certified SMTP and SMS providers using TLS encryption and DKIM/SPF validation. Implement retry logic for transient failures, monitor delivery status, and handle bounce and opt-out events. Ensure links are delivered within seconds of request and provide user feedback on delivery success or failure.

Acceptance Criteria
Email Magic Link Delivery Confirmation
Given a user requests a magic link via email When the system submits the email to the certified SMTP provider using TLS encryption and DKIM/SPF validation Then the email is successfully delivered to the user's inbox within 10 seconds and a delivery receipt is received And the system updates the request status to 'Delivered' and notifies the user accordingly
Mobile SMS Magic Link Delivery Confirmation
Given a user requests a magic link via SMS When the system submits the SMS to the certified SMS provider over TLS Then the SMS is delivered to the user's mobile number within 10 seconds and a delivery receipt is received And the system updates the request status to 'Delivered' and notifies the user accordingly
Retry Logic for Transient Failures
Given a transient failure occurs during link delivery When the system detects a non-permanent error code from the provider Then the system retries delivery up to 3 times with exponential backoff And if successful on retries, updates the status to 'Delivered'; if not, updates to 'Failed'
Bounce and Opt-Out Handling
Given an email bounce or SMS opt-out event is received from the provider When the system receives a bounce or opt-out webhook Then the system marks the user's contact as invalid in the database, stops further delivery attempts, and logs the event with timestamp and reason
User Feedback on Delivery Status
Given the user initiates a magic link request When the link delivery process completes (success or failure) Then the user interface displays a clear notification indicating 'Link sent successfully' or 'Failed to send link' with guidance on next steps
Link Expiry and Renewal
"As a user, I want expired links to be invalid and easy to regenerate so that I maintain security and don’t get locked out."
Description

Enforce automatic expiration of magic links after a configurable time window (default 15 minutes). Expired links must redirect users to an informative error page offering a one-click resend option. Track and log expiration events, failed usage attempts, and renewal requests to mitigate security risks and improve user experience during link timeouts.

Acceptance Criteria
Default Magic Link Expiration Enforcement
Given a magic link is generated with the default 15-minute validity window When the user clicks the link within 15 minutes of generation Then the user is authenticated and granted access to TaskPulse without errors
Expired Magic Link Redirect with Resend Option
Given a magic link has exceeded its 15-minute validity When the user clicks the expired link Then the user is redirected to an error page explaining the link has expired And the error page displays a one-click "Resend Link" button
Configurable Expiration Window Validation
Given an administrator configures the magic link validity period to X minutes When a magic link is generated And the user clicks the link within X minutes Then authentication succeeds And when the user clicks after X minutes Then the user is redirected to the expired link error page
Expiration Event Logging
Given a magic link reaches its expiration time without being clicked When the link expires Then the system logs an expiration event recording user ID, link ID, timestamp, and configured expiration period
Failed Attempt Handling and Logging
Given a user clicks an expired or invalid magic link When the click occurs Then the system logs a failed usage attempt with user ID, link ID, timestamp, and error type And if the user requests a new link via the resend button Then the system logs a renewal request event with user ID, timestamp, and link ID
Alternative Access Fallback
"As a user whose email is inaccessible, I want alternative code options so that I can still log in securely."
Description

Provide secondary authentication methods such as one-time passcodes (OTPs) via SMS or authenticator apps if magic link delivery fails. Allow users to request an OTP through a single click on the login page. Integrate fallback workflows seamlessly, preserving any pending session context and maintaining equivalent security standards to magic links.

Acceptance Criteria
OTP Delivery via SMS Fallback Activation
Given the magic link fails to deliver within 2 minutes or email bounces, when the user clicks "Request OTP via SMS", then a unique 6-digit OTP is generated and sent to the user's registered mobile number within 30 seconds. Given the OTP is sent, when the user is on the fallback OTP input page, then the "Submit OTP" button remains disabled until a valid 6-digit code is entered. Given the user submits the correct OTP, when validation succeeds, then the user is authenticated successfully and redirected to their original pending session context.
OTP Generation via Authenticator App Fallback
Given the magic link fails to deliver, when the user selects "Use Authenticator App", then a TOTP code entry field is displayed with instructions to open their registered authenticator app. Given the user enters a 6-digit TOTP code, when the code matches the current code generated by the user's registered authenticator app, then the user is authenticated successfully and redirected to their pending session. Given the TOTP code is incorrect or expired, when the user submits the code, then an error message is displayed and the user is prompted to retry.
Session Context Preservation during Fallback Authentication
Given the user initiates OTP fallback via SMS or authenticator app, when the user successfully authenticates with a valid code, then the system restores any pending session context (e.g., in-progress task forms, selected filters, or navigation state) without data loss.
Security Validation Equivalence for OTP Fallback
Given an OTP is generated, when a new OTP is requested, then the previous code is invalidated immediately and only the latest code can be used for authentication. Given the OTP validity period of 5 minutes elapses, when the user submits the expired OTP, then the system rejects the code with a clear expiration message and prompts the user to request a new OTP. Given the user enters an invalid OTP more than 5 times, when the threshold is reached, then the system locks the fallback authentication for 15 minutes and displays instructions to retry later.
User-Initiated OTP Request from Login Page
Given the user lands on the login page and magic link delivery fails, when the user clicks the prominently displayed "Request OTP" link, then fallback options (SMS and Authenticator App) are shown without reloading the page. Given the user selects an OTP method, when they click the method button, then the button is disabled until the OTP is sent, preventing duplicate requests. Given the OTP request is in progress, when the SMS or TOTP flow is initiated successfully, then a confirmation message is displayed indicating delivery or next steps.
Audit Logging and Monitoring
"As an admin, I want to see login link events so that I can monitor security and compliance effectively."
Description

Record all magic link issuance, delivery, click, and expiry events with metadata including timestamp, user ID, IP address, and user agent. Store logs in a centralized, tamper-evident audit system. Provide an admin dashboard with filters and alerts for unusual patterns, helping detect and respond to potential security incidents or delivery failures.

Acceptance Criteria
Magic Link Issuance Logging
Given a user requests a magic link, when the system issues it, then record an issuance event containing timestamp, user ID, IP address, and user agent; and ensure the log entry is stored in the audit system within 5 seconds
Magic Link Delivery Tracking
Given a magic link email or SMS is sent, when delivery is attempted, then record a delivery event with timestamp, delivery channel, delivery status (Sent or Failed), and failure reason if applicable; and ensure events can be retrieved via API
Magic Link Click Event Logging
Given a user clicks a magic link, when the system validates the link, then record a click event with timestamp, user ID, IP address, and user agent; and verify the recorded event matches the actual validation result
Magic Link Expiry Event Logging
Given a magic link passes its time limit, when the system marks it as expired, then record an expiry event with timestamp, user ID, and link identifier; and ensure no further click events are accepted for an expired link
Admin Dashboard Filtering and Alerting
Given an administrator uses the audit dashboard, when applying filters by user ID, event type, or date range, then only matching log entries are displayed within 2 seconds; and when unusual patterns occur (e.g., >5 failed deliveries within 10 minutes), an email alert is triggered

Secure Token Vault

Automatically stores and encrypts SSO authentication tokens on users’ trusted devices. Tokens refresh seamlessly in the background, ensuring uninterrupted access without exposing sensitive credentials or requiring manual re-authentication.

Requirements

Token Encryption at Rest
"As a team lead, I want my SSO tokens to be encrypted at rest on my device so that even if the device is compromised, my credentials remain protected."
Description

Store all SSO tokens on the user’s device in an encrypted vault using industry-standard encryption algorithms (e.g., AES-256). The vault should utilize hardware-backed secure enclaves or keystores when available to ensure tokens remain unreadable by unauthorized processes. The implementation must integrate seamlessly with TaskPulse’s authentication flow, automatically encrypting tokens upon receipt and decrypting them only when needed for API calls. This requirement prevents tokens from being exposed to malware or other local attacks, enhancing overall security without impacting user experience.

Acceptance Criteria
Initial Token Encryption Upon Receipt
Given a user completes SSO authentication, When TaskPulse receives the authentication token, Then the token is encrypted with AES-256 and stored in the device’s hardware-backed secure enclave without exposing the plaintext.
Token Decryption for API Calls
Given an encrypted token stored in the secure vault, When the application initiates an API call requiring authentication, Then the token is decrypted in memory only for the duration of the call and the API request succeeds within 200ms.
Secure Key Generation and Storage
When TaskPulse is installed or first launched on a device, Then a unique encryption key is generated within the hardware-backed keystore, is never exportable, and is used for all vault operations.
Fallback on Non-Secure Environments
Given a device without hardware-backed secure enclave, When storing a token, Then TaskPulse encrypts the token using AES-256 with the OS keystore and ensures file permissions restrict access to the application only.
Token Update and Rotation
Given a token refresh event, When a new authentication token is received, Then the old token is securely wiped from storage and the new token is encrypted and stored seamlessly without user intervention.
Secure Token Retrieval API
"As the TaskPulse client application, I want to fetch tokens through a secure local API so that I can authenticate API requests without exposing credentials to other apps."
Description

Provide a local, secure API on the device that allows the TaskPulse application to retrieve decrypted tokens only after verifying the app’s integrity and user session. The API should enforce strict access controls and only return tokens to authorized processes. It must log access attempts and integrate with existing logging systems to facilitate audits. This ensures that only the TaskPulse client can request and use tokens, reducing the attack surface.

Acceptance Criteria
Valid Token Retrieval by Authorized Client
Given the TaskPulse client has a verified application integrity and an active user session When it calls the Secure Token Retrieval API Then the API returns the decrypted SSO authentication token within 200ms
Denied Access for Unauthorized Process
Given a non-TaskPulse process attempts to call the Secure Token Retrieval API When the process lacks valid application integrity verification Then the API responds with a 403 Forbidden error and no token is returned
Logging of Successful and Failed Access Attempts
Given any process calls the Secure Token Retrieval API When the API processes the request Then a log entry is created containing timestamp, process ID, outcome (success or failure), and reason for failure if applicable
Seamless Background Token Refresh
Given the background token refresh scheduler triggers during an active session When the Secure Token Retrieval API is invoked automatically Then the API returns a new valid token without prompting the user and refresh occurs within 500ms
Access Denial on Expired User Session
Given the user session has expired When the TaskPulse client calls the Secure Token Retrieval API Then the API responds with a 401 Unauthorized error and no token is returned
Automatic Token Refresh Scheduler
"As a remote team member, I want my SSO tokens to refresh automatically in the background so that I never lose access during long work sessions."
Description

Implement a background scheduler that monitors token expiration times and proactively requests new tokens from the SSO provider before expiration. The scheduler must run silently without user intervention, handle network failures with exponential backoff, and log refresh events for monitoring. Tokens should be renewed at configurable intervals to ensure uninterrupted access during extended usage.

Acceptance Criteria
Normal Token Refresh
Given a valid token with time-to-expiration within the configured renewal window and stable network conditions, when the scheduler runs, then it proactively requests and obtains a new token before the old token expires and replaces the stored token.
Network Failure Retry
Given a token approaching expiration and transient network failures, when the scheduler attempts to refresh the token and the request fails, then it retries the request using exponential backoff up to five attempts and ultimately succeeds or records a final failure after the last retry.
Event Logging
Given any token refresh attempt, when the scheduler performs the refresh action, then it logs each attempt with timestamp, outcome (success or failure), and error details (if applicable) to the centralized monitoring system.
Configurable Interval Enforcement
Given administrator-defined renewal intervals, when the scheduler calculates next refresh times, then it strictly adheres to the configured intervals and does not initiate any refresh outside of those settings.
Silent Background Operation
Given an active user session, when the scheduler executes the token refresh process, then it completes all operations without displaying any user notifications, prompts, or interruptions to the user interface.
Device Trust Verification
"As a security-conscious user, I want the system to verify my device’s trust status before storing tokens so that only authorized and secure devices hold my credentials."
Description

Before storing or retrieving tokens, verify the device’s trust status by checking for security requirements such as OS version, presence of biometric authentication, and absence of known vulnerabilities. The vault should integrate with device attestation services (e.g., SafetyNet or DeviceCheck) to confirm the device’s integrity. If the device fails verification, block token operations and prompt the user to secure their device.

Acceptance Criteria
Initial Token Storage on Trusted Device
Given a device running OS 12.0 or later with biometric authentication enabled and no known vulnerabilities, When the user initiates the token storage process, Then the vault encrypts the token using AES-256, stores it securely, and returns a success confirmation.
OS Version Check Failure
Given a device running OS version 10.0 or lower, When the user attempts to store or retrieve a token, Then the operation is blocked and the user is prompted to update the OS to a supported version (minimum 12.0).
Biometric Authentication Absence
Given a device without biometric authentication configured, When the user attempts to retrieve a token, Then the vault denies access and prompts the user to enable biometric authentication in device settings.
Device Attestation Service Failure
Given the device attestation service returns an integrity failure or error, When the token operation is attempted, Then the vault blocks the operation and displays an error message instructing the user to verify device integrity.
Seamless Token Refresh on Verified Device
Given an existing token nearing expiration and the device passes all trust checks in the background, When the automatic refresh process runs, Then a new token is obtained and securely stored without user intervention or disruption.
Token Revocation and Cleanup
"As a user, I want my tokens to be automatically revoked and cleaned up upon logout so that no residual credentials remain on my device."
Description

Implement logic to automatically revoke and securely delete tokens from the vault when the user logs out, disables SSO, or when the token is explicitly invalidated by the server. The vault must also detect compromised or stale tokens and purge them on next launch. All cleanup operations should be atomic and irreversible, ensuring no residual token data remains on the device.

Acceptance Criteria
User Logout Token Revocation and Deletion
Given an active SSO token stored in the vault When the user initiates logout Then the system must call the token revocation API and remove all token data from the device And verify that no token artifacts remain in local storage or backups
SSO Disablement Triggers Token Revocation
Given the user toggles off SSO in account settings When the change is saved Then the system must revoke all existing tokens via the server and purge them from the vault And the user must be prevented from reusing those tokens without re-authentication
Server-Initiated Token Invalidations are Detected and Cleaned Up
Given a token has been explicitly invalidated by the server When the user next launches the application Then the vault must detect the invalid status via introspection endpoint And securely delete the invalid token before granting any access
Stale or Compromised Tokens are Purged on Next Launch
Given tokens older than their expiration threshold or flagged as compromised When the application starts Then the vault must automatically identify and permanently remove these tokens And log the cleanup action in an audit trail
Cleanup Operations are Atomic and Irreversible
Given one or more tokens marked for deletion When the cleanup process runs Then either all tokens must be deleted successfully or none at all And once deletion succeeds, there must be no means to recover token data

Device Trust Profiles

Allow team leads to designate personal or corporate devices as “trusted,” minimizing repeated authentication prompts. Trusted devices gain extended session lifetimes, while unrecognized devices trigger additional security checks for optimal protection.

Requirements

Trusted Device Enrollment
"As a team lead, I want to enroll my personal laptop as a trusted device so that I can log into TaskPulse without repeated MFA prompts while maintaining security."
Description

Implement a device enrollment process allowing team leads to register personal and corporate devices as trusted. This includes secure device verification via cryptographic handshake, optional multi-factor authentication binding, and storage of a device-specific token. Once enrolled, the device is recognized by TaskPulse and benefits from extended session lifetimes and streamlined login flows, while maintaining auditability. The feature must integrate seamlessly with existing authentication services and support both desktop and mobile platforms.

Acceptance Criteria
Personal Device Enrollment
Given a team lead on a personal device, When they initiate device enrollment, Then the system performs a cryptographic handshake, optionally prompts for MFA, stores a unique device token, and confirms enrollment success.
Corporate Device Enrollment
Given a team lead using a corporate device, When they register the device, Then the system validates corporate certificate, performs cryptographic handshake, binds MFA if configured, issues a corporate device token, and logs the enrollment event.
Subsequent Login on Trusted Device
Given an enrolled trusted device, When the team lead logs in within the extended session period, Then the system bypasses repeated authentication prompts and grants access without additional MFA.
Login from Unrecognized Device
Given a device without a stored trust profile, When the team lead attempts to log in, Then the system triggers additional security checks, including MFA challenge, and only grants access after successful verification.
Device Unenrollment and Audit Trail
Given a previously enrolled device, When the team lead requests device removal, Then the system revokes the device token, ends extended sessions, logs the removal in the audit trail, and confirms the device is no longer trusted.
Extended Session on Trusted Devices
"As a team lead, I want my session on my trusted tablet to remain active for 30 days so that I don't have to re-authenticate repeatedly during normal usage."
Description

Provide extended session lifetimes for authenticated sessions originating from trusted devices. The system should detect when a request comes from a registered trusted device and automatically extend the session timeout beyond the standard limit. This reduces login friction for frequent users while ensuring non-trusted devices still adhere to default session policies.

Acceptance Criteria
Trusted Device Session Extension
Given a user has registered the device as trusted, When the user logs in within the trust period, Then the session timeout is automatically extended to 30 days instead of the standard 1 hour.
Default Timeout on Untrusted Device
Given a user logs in from an unregistered device, When the user authenticates successfully, Then the session expires after the standard 1 hour timeout and triggers additional MFA upon subsequent login attempts.
Suppressed Authentication Prompts on Trusted Devices
Given a trusted device is used, When the user performs actions within an active session, Then no additional authentication prompts (e.g., MFA) are presented until session expiry.
Re-authentication After Trust Expiry
Given the trust period for a device has lapsed, When the user attempts to access TaskPulse from that device, Then the system prompts for full re-authentication and offers the option to re-trust the device.
Revoked Trust Enforcement
Given a team lead revokes a device's trusted status, When the next session is initiated on that device, Then the system applies default session lifetime and requires MFA regardless of prior trust.
Unrecognized Device Authentication Challenge
"As a security-conscious admin, I want the system to prompt for MFA when accessing from an unrecognized device so that unauthorized access is prevented."
Description

Implement additional security checks when a user attempts to authenticate from an unrecognized or untrusted device. The system must trigger multi-factor authentication or step-up verification for these cases, ensuring that only authorized access is granted. This requirement enhances security by differentiating between trusted and new device contexts.

Acceptance Criteria
New Device Login Challenge
Given a user attempts to sign in from a device not in their trust profile and enters valid credentials, when the system verifies the credentials, then it must trigger a multi-factor authentication prompt before granting access; given the provided second factor is valid within 60 seconds, then allow session creation; given the second factor is invalid or expires, then deny access.
Trusted Device Session Resumption
Given a user returns to a device marked as trusted and presents an unexpired session token, when they access protected resources, then do not prompt for multi-factor authentication; given the session token has expired or been invalidated, then treat the login as coming from an unrecognized device and initiate additional security checks.
Untrusted Device Step-Up Authentication
Given a user on an unrecognized device attempts to perform a high-risk action (e.g., changing password or accessing billing), when they submit valid primary credentials, then the system must enforce step-up verification (e.g., biometric or OTP) prior to allowing the action.
Device Trust Enrollment After MFA
Given a user successfully completes multi-factor authentication on an unrecognized device, when prompted to trust the device for future logins, then if the user consents, add the device to their trust profile and extend session lifetime accordingly; if the user declines, do not add the device and require MFA on subsequent logins.
Session Duration Enforcement on Trusted Devices
Given a device is marked as trusted, when a session is established, then issue a session token valid for the configured trust period (e.g., 30 days); when the trust period elapses, then expire the token and require re-authentication with multi-factor verification.
Device Management Dashboard
"As a team lead, I want to see all my trusted devices in a dashboard so that I can revoke a lost or compromised device immediately."
Description

Design and build a dashboard within the TaskPulse web application that allows team leads to view, manage, and revoke trusted device profiles. The interface should display device name, type, enrollment date, last used timestamp, and trust status. Administrators must be able to disable or remove device trust with a single action.

Acceptance Criteria
Viewing All Trusted Devices
Given the team lead navigates to the Device Management Dashboard, When the page finishes loading, Then the dashboard displays a table listing all trusted devices with columns for device name, device type, enrollment date, last used timestamp, and trust status.
Revoking Device Trust
Given a trusted device appears in the list, When the team lead clicks the 'Revoke Trust' action and confirms the prompt, Then the device's trust status updates to 'Untrusted', the device is removed from the trusted devices list, and a success message is displayed.
Filtering Devices by Trust Status
Given the dashboard shows devices with mixed trust statuses, When the team lead applies a filter for 'Trusted' or 'Untrusted' devices, Then only devices matching the selected status should be visible in the device list.
Viewing Device Details
Given an entry in the device list, When the team lead clicks on a device row, Then a detail view or modal opens showing the device's name, type, enrollment date, last used timestamp, and current trust status.
Handling Unrecognized Devices
Given a device trust profile marked as 'Untrusted', When a team lead attempts to view or edit its profile, Then the system displays a warning indicating additional security checks are required, and access is temporarily restricted until authentication is completed.
Error Handling During Trust Revocation
Given the team lead initiates a trust revocation and the server returns an error, When the system fails to update the device's status, Then an error notification appears indicating the failure and the device remains listed as 'Trusted'.
Security and Audit Logging
"As a security officer, I want a detailed log of device enrollment, challenge, and revocation events so that I can audit access and investigate security incidents."
Description

Record all device trust lifecycle events—enrollment, authentication challenges, session extensions, and revocations—in a secure audit log. Logs should capture timestamp, user ID, device identifier, event type, and outcome. This data must be accessible for compliance reporting and incident investigation.

Acceptance Criteria
Device Enrollment Logging
Given a user successfully enrolls a device as trusted, When the enrollment is confirmed, Then the audit log contains an entry with timestamp, user ID, device identifier, event type 'Enrollment', and outcome 'Success'.
Authentication Challenge Logging
Given an unrecognized device triggers an authentication challenge, When the user completes or fails the challenge, Then the audit log contains an entry with timestamp, user ID, device identifier, event type 'AuthenticationChallenge', and the outcome matching success or failure.
Session Extension Logging
Given a trusted device session is extended beyond its original expiration, When the system issues the extension, Then the audit log contains an entry with timestamp, user ID, device identifier, event type 'SessionExtension', and outcome 'Success'.
Device Revocation Logging
Given a team lead revokes a device’s trusted status, When the revocation takes effect, Then the audit log contains an entry with timestamp, user ID, device identifier, event type 'Revocation', and outcome 'Success'.
Audit Log Access for Compliance
Given an admin requests audit log data for a specified date range, When the request is submitted, Then the system returns all relevant log entries containing timestamp, user ID, device identifier, event type, and outcome, formatted for reporting.

Adaptive Authenticator

Applies risk-based authentication by assessing contextual factors—IP address, geolocation, device fingerprint—to step up security only when needed. Balances a frictionless login experience with robust defense against unauthorized access.

Requirements

Risk Assessment Engine
"As a remote team lead, I want the system to evaluate login context risk so that only suspicious logins trigger additional authentication, ensuring both security and smooth access."
Description

Evaluate contextual factors such as IP address, geolocation, and device fingerprint to generate a dynamic risk score for each login attempt. Integrate this scoring mechanism into the authentication pipeline to determine whether additional verification steps are required. Ensure real-time processing with minimal impact on login performance, and provide clear APIs for future extensions or third-party integrations.

Acceptance Criteria
Low-Risk Login Scenario
Given a login attempt originates from a recognized IP range and device with geolocation matching user history, when the risk engine evaluates the contextual factors, then the generated risk score must be below the low-risk threshold and no additional verification is prompted.
High-Risk Login Scenario
Given a login attempt originates from an unrecognized device or anomalous geolocation, when the risk engine calculates the risk score, then the score must exceed the high-risk threshold, trigger a step-up authentication prompt, and log the event with timestamp and risk details.
Performance Under Load Scenario
Given 100 concurrent login attempts with mixed risk profiles, when the risk engine processes each attempt, then each risk score calculation must complete within 200 milliseconds, and overall system throughput must remain above 95 requests per second.
Geolocation Anomaly Scenario
Given a login attempt from a geolocation not seen in the past 30 days, when the risk engine processes the attempt, then it must assign an anomaly score, include this factor in the overall risk calculation, and trigger additional verification if the total score exceeds the medium-risk threshold.
Risk Score API Integration Scenario
Given a third-party service requests a risk score via the provided API, when a valid login context payload is submitted, then the API must return a JSON response with the risk score and factor breakdown in under 50 milliseconds, adhering to the defined schema and returning HTTP 200 status.
Geolocation Verification
"As a remote team lead, I want the system to verify login geolocation so that access from unexpected regions prompts further authentication, reducing unauthorized access risk."
Description

Map user login locations against historical patterns and corporate policies to detect anomalies. When a login originates from an unexpected region or country, flag it for step-up authentication. Integrate with a reliable geolocation API and maintain an updatable whitelist of trusted regions for low-friction access in normal scenarios.

Acceptance Criteria
Login from Untrusted Region
Given a user login attempt originates from an IP address geolocated outside the configured whitelist, When the system detects the out-of-whitelist location, Then the system triggers step-up authentication using multi-factor authentication, And records the geolocation anomaly in the audit log, And prevents access until successful completion of the step-up authentication.
Login from Trusted Region
Given a user login attempt originates from an IP address geolocated within the configured whitelist, When the system validates the location against the whitelist, Then the system allows login using primary authentication only, And does not trigger additional verification steps, And records a successful standard login event.
Geolocation Service Unavailable
Given the geolocation API fails to respond within 2 seconds or returns an error, When the system cannot determine the login location, Then the system defaults to high-risk mode, And triggers step-up authentication using multi-factor authentication, And creates an incident log entry for the API failure.
Whitelist Region Update Propagation
Given an administrator adds or removes a country or region from the whitelist, When the whitelist change is saved in the system settings, Then the updated whitelist is effective immediately for all new login attempts, And the system does not trigger step-up authentication for logins from newly whitelisted regions, And triggers step-up authentication for logins from newly removed regions.
Anomalous Login Detection Based on Historical Data
Given a user login attempt originates from a region where the user has never logged in before, When the system compares the location against the user's historical login patterns, Then if the region is outside the user's historical profile and not in the whitelist, the system triggers step-up authentication, And sends an alert notification to the user and security team, Otherwise, if the region matches corporate policy-approved broader regions, the system allows standard login.
Device Fingerprinting Integration
"As a team member, I want the app to remember my device so that I only face step-up authentication when using a new device, improving convenience without sacrificing security."
Description

Collect and analyze device metadata—including browser version, operating system, screen resolution, and installed plugins—to create a unique fingerprint for each device. Compare incoming device fingerprints against known records to detect new or altered devices and automatically enforce step-up authentication on unknown or significantly changed fingerprints.

Acceptance Criteria
Unknown Device Login Triggers Step-Up Authentication
Given a user attempts to log in from a device not present in the fingerprint records, when the system detects the new device fingerprint, then the system must require step-up authentication before granting access.
Known Device Login Allows Seamless Access
Given a user logs in from a device whose fingerprint matches an existing record, when the user provides valid credentials, then the system must grant access without additional authentication challenges.
Significant Device Change Detection
Given a returning device whose fingerprint metadata deviates beyond a defined threshold (e.g., OS version or screen resolution change), when the system detects the deviation, then the system must trigger step-up authentication.
Device Metadata Collection Completeness
Given a device initiates a fingerprint collection, when the system collects metadata, then it must capture browser version, operating system, screen resolution, and installed plugins for each session.
Device Fingerprint Matching Performance
Given a login request with device metadata, when the system compares the fingerprint against the records, then the comparison must complete within 200 milliseconds to avoid impacting login performance.
Adaptive Step-up Authentication
"As a security-conscious IT admin, I want the system to enforce MFA only when risk is high so that users have a frictionless experience under normal conditions while keeping high-risk logins secure."
Description

Dynamically trigger multi-factor authentication (MFA) or other security challenges when the computed risk score exceeds configurable thresholds. Support integration with existing MFA providers (e.g., SMS OTP, authenticator apps) and allow administrators to customize which step-up methods to invoke based on risk levels.

Acceptance Criteria
Risk Score Exceeds Threshold During Login
Given a user attempts to log in and the computed risk score is above the high threshold, when the user submits their credentials, then the system must prompt the user for MFA and block access until the challenge is successfully completed.
Geolocation Change Detected
Given a login request originates from a country not previously associated with the user's account, when the system detects this geolocation change, then it must trigger an MFA challenge before allowing access.
Device Fingerprint Mismatch
Given a returning user logs in from a device with a fingerprint that does not match prior records, when the device fingerprint validation fails, then the system must invoke a secondary authentication method such as SMS OTP.
Administrator Configures Step-up Methods
Given an administrator accesses the risk-based authentication settings, when they set specific step-up methods for defined risk levels, then the configuration must be saved, and the system should apply the selected methods accordingly during subsequent logins.
Integration with Existing MFA Providers
Given the system is configured with an external MFA provider, when an MFA challenge is required, then the system must successfully call the provider’s API to send a challenge and validate the response before granting access.
Admin Configuration Dashboard
"As a security admin, I want a configuration dashboard so that I can adjust risk parameters and authentication methods easily without manual code changes."
Description

Provide an intuitive interface for security administrators to configure risk thresholds, select preferred step-up authentication methods, and update geolocation and device policies. Display real-time risk analytics and historical login data, and support role-based access controls to ensure only authorized personnel can modify settings.

Acceptance Criteria
Risk Threshold Configuration
Given the security admin navigates to the Admin Configuration Dashboard When they input a new risk threshold value and click Save Then the system validates the value, persists the threshold update, and displays a confirmation message
Step-Up Authentication Method Selection
Given the admin is on the authentication settings panel When they select or deselect step-up authentication methods and press Apply Then only the chosen methods are enabled and visible in the method list with their active status
Geolocation and Device Policy Update
Given the admin accesses the policy management section When they add or modify geolocation ranges or device fingerprint rules and save changes Then the updated policies are enforced for subsequent login attempts and reflected in the policy summary table
Real-Time Risk Analytics Display
Given the admin views the dashboard’s analytics tab When there is new login activity Then the risk analytics chart refreshes within 5 seconds, accurately plots each event, and updates the risk score summary
Role-Based Access Control Enforcement
Given users with different roles attempt to access configuration settings When a user without admin privileges navigates to the dashboard Then the system denies access and shows a ‘Permission Denied’ message
Real-time Alerts and Logging
"As an IT admin, I want real-time alerts for step-up auth events so that I can quickly respond to potential security incidents."
Description

Implement comprehensive logging of all risk evaluations, authentication decisions, and user responses. Send real-time alerts via email or collaboration tools (e.g., Slack) for high-risk events. Ensure logs are tamper-proof, encrypted at rest, and accessible through a secure audit interface for compliance and forensic analysis.

Acceptance Criteria
High-risk login attempt logging
Given a login attempt with high-risk factors, when the risk evaluation occurs, then the evaluation details including IP, geolocation, device fingerprint, timestamp, and risk score must be recorded in encrypted logs.
High-risk event real-time alert
Given a high-risk authentication decision, when the decision is logged, then the system must send an email and Slack notification within 30 seconds containing user ID, event details, and recommended action.
Encrypted and tamper-proof log storage
Given the storage mechanism, when logs are persisted, then they are encrypted using AES-256 with integrity checks to detect tampering and access controlled via role-based permissions.
Secure audit interface access
Given an auditor user, when they access the audit interface, then they must authenticate via multi-factor authentication and only view logs for events within their authorized scope with query responses under 2 seconds.
Forensic data export for audits
Given a compliance request, when authorized, then the system allows export of encrypted logs in CSV or JSON format filtered by date range, event type, and user, and logs the export event.
Alert delivery reliability
Given a failed alert delivery attempt, when an email or Slack notification fails, then the system retries up to three times with exponential backoff and logs each retry attempt with timestamp and error code.

Magic Link Dispatcher

Provides customizable delivery channels (email, SMS, Slack DM) for passwordless login links, complete with configurable expiration windows and branded messaging. Ensures teams can choose the most convenient method while maintaining enterprise-grade security.

Requirements

Multi-channel Delivery
"As a remote team member, I want to receive my login link through my preferred channel (email, SMS, or Slack) so that I can access TaskPulse quickly using the most convenient method for me."
Description

Enable sending passwordless login links via email, SMS, and Slack DM, allowing users to receive authentication links through their preferred communication channel and improving accessibility and convenience across different platforms.

Acceptance Criteria
Email Channel Authentication
Given a registered user selects Email delivery and submits their email address When the system processes the request Then a passwordless login link is sent to the provided email within 10 seconds using the branded template and contains a clear expiration timestamp
SMS Channel Authentication
Given a registered user selects SMS delivery and provides a valid mobile number When the user requests a login link Then the system sends a one-time passwordless link via SMS within 10 seconds with correct branding and expiration details
Slack DM Channel Authentication
Given a registered user selects Slack DM delivery and has linked their Slack workspace When the user requests a login link Then the system posts a passwordless login link as a direct message in Slack within 10 seconds and displays the correct expiration time
Channel Preference Persistence
Given a returning user previously selected a delivery channel When the user visits the login page Then their last chosen channel is pre-selected by default and visible in the channel dropdown
Expiration Window Enforcement
Given any user receives a passwordless link with a configured expiration window When the link is used after expiration Then the system displays an expiration error message and prevents access to the application
Link Expiration Configuration
"As a system administrator, I want to configure how long magic links remain valid so that I can enforce security policies while minimizing the risk of unauthorized access."
Description

Provide configurable expiration windows for magic links, letting administrators set custom time-to-live values to balance security requirements with user convenience and ensure that links become invalid after a specified period.

Acceptance Criteria
Admin configures custom expiration window
Given an administrator sets a custom time-to-live value of X minutes in the configuration panel When the admin saves the settings Then all subsequently generated magic links expire exactly X minutes after issuance
Default expiration applies when no custom value set
Given no custom expiration window has been configured When a magic link is generated Then it uses the system default expiration window of 60 minutes
Expired link access is denied
Given a magic link with a time-to-live of 15 minutes When a user attempts to use the link after 16 minutes Then the system displays an expiration error and denies access
Expiration enforcement across all delivery channels
Given the administrator sets the time-to-live to 30 minutes When magic links are sent via email, SMS, or Slack DM Then every link, regardless of channel, expires exactly 30 minutes after issuance
Admin updates expiration window dynamically
Given an existing TTL of 15 minutes is configured When the administrator updates the TTL to 45 minutes Then new magic links honor the 45-minute TTL while existing unexpired links continue to expire based on their original 15-minute TTL
Branded Messaging Customization
"As a marketing lead, I want to customize the look and feel of the login link messages so that users receive communications that match our brand identity and reinforce trust in our platform."
Description

Allow customization of the messaging content for each delivery channel, enabling teams to include company logos, personalized greetings, and tailored call-to-action text to maintain brand consistency and enhance user trust.

Acceptance Criteria
Email Channel Branded Messaging
Given an administrator has customized the email channel branding with a company logo, personalized greeting, and call-to-action text, when a magic link is sent via email, then the received email displays the uploaded logo at the header, the personalized greeting in the body, and the custom call-to-action text with the link and applies the specified expiration window.
SMS Channel Branded Messaging
Given an administrator has configured the SMS channel with a personalized greeting and call-to-action text within 160 characters, when a magic link is sent via SMS, then the received SMS contains the personalized greeting, the custom call-to-action text, the magic link, and respects the configured expiration window without truncation.
Slack DM Branded Messaging
Given an administrator has customized the Slack DM channel with a logo and custom message, when a magic link is sent via Slack DM, then the DM displays the uploaded logo in the message attachment, the custom message content, and a clickable call-to-action button linking to the magic link, with the correct expiration notice.
Expiration Notice Customization
Given an administrator has customized the expiration notice text for magic links, when a user attempts to use an expired magic link in any channel, then the system displays the custom expiration notice in place of the default message.
Fallback to Default Branding
Given an administrator has not provided custom branding for a specific delivery channel, when a magic link is sent via that channel, then the system uses the default branded template (logo, greeting, CTA) for the message.
Secure Token Generation
"As a security officer, I want each magic link to be cryptographically signed and unique so that we can guarantee the authenticity of each login request and protect against unauthorized access."
Description

Implement enterprise-grade cryptographic token generation for magic links, ensuring each link is uniquely signed and tamper-proof to prevent forgery or replay attacks and maintain the highest level of security.

Acceptance Criteria
Unique Token Generation
Given a user requests a magic link When the system generates a token Then the token must include a cryptographically secure random nonce of at least 128 bits And the token must be signed using the configured private key algorithm (e.g., RSA-2048 or ECDSA P-256) And the signature must be verifiable by the corresponding public key.
Configurable Token Expiration
Given a magic link is generated with a configured expiration window When the current time exceeds the token's issued timestamp plus the expiration window Then the system must reject the token And display an expiration error message to the user.
Tamper Proof Validation
Given a user presents a magic link for authentication When the system verifies the token Then any modification to the token’s payload or signature must cause validation to fail And the system must log the tamper attempt And display an invalid link error to the user.
One-Time Use Enforcement
Given a valid magic link has been used for authentication When a replay of the same link is attempted Then the system must reject the second authentication attempt And mark the token as consumed to prevent further use.
Audit Logging for Token Events
Given a magic link token is generated When the event occurs Then the system must record an audit log entry including user ID, timestamp, token ID, and event type And the log entry must be immutable and searchable in the audit system.
Delivery Retry and Fallback
"As a user, I want the system to automatically retry sending my login link and switch channels if the first method fails so that I always receive my link without manual intervention."
Description

Introduce automated retry logic and fallback mechanisms for failed deliveries, attempting resend via the same channel and then switching to alternate channels if initial attempts fail, to maximize successful link delivery.

Acceptance Criteria
Initial Delivery Retry Logic
Given a magic link delivery attempt fails via the primary channel, When the system detects the failure, Then it retries sending the link up to 3 times within 10 minutes using the same channel without user intervention.
Automatic Fallback to Secondary Channel
Given all retry attempts on the primary channel have failed, When the retry limit is reached, Then the system automatically sends the magic link via the next available configured channel within 2 minutes of the last failed attempt.
Logging of Retry and Fallback Events
Rule: Every retry and fallback attempt must be logged with timestamp, channel used, attempt count, and final delivery status accessible via the audit log API.
Branded Messaging Consistency Across Channels
Rule: All retry and fallback messages must include the customer-specific branding elements (logo, color scheme, footer) consistent with the original delivery, regardless of channel.
Link Expiration Preservation After Retries and Fallbacks
Given a magic link has an expiration window of 15 minutes from request, When retries or fallbacks occur, Then the link must expire at the original 15-minute mark and reject any usage beyond that time.

Session Continuity Shield

Keeps users logged in across TaskPulse desktop, mobile, and browser sessions, synchronizing session states in real time. Users can switch devices or refresh browsers without losing context or having to re-authenticate, boosting productivity and collaboration.

Requirements

Real-time Session Synchronization
"As a remote team lead, I want my session state synchronized instantly across devices so that I can switch devices without losing my place."
Description

Synchronize user session state across desktop, mobile, and browser clients in real time. This includes active authentication tokens, current workspace context, open views, and task timelines. Changes on one device must propagate instantly to all others without requiring manual refresh or re-authentication. Ensures seamless transitions, reduces productivity interruptions, and maintains consistent user experience.

Acceptance Criteria
User switches devices mid-task
Given a user is logged in on desktop and active in a workspace, when the user logs into the mobile app, then the session should automatically synchronize the authentication token, current workspace, open view, and task timeline within 2 seconds without requiring login.
Browser tab refresh does not log out
Given a user is working in a browser tab, when the user refreshes the tab, then the user must remain authenticated and retain the current workspace context, open view, and task timeline.
Concurrent access on multiple devices
Given a user has TaskPulse open on desktop and mobile, when the user completes a task in one client, then the change must reflect in real time in the other client within 1 second.
Session expiration and silent renewal
Given a user's authentication token is nearing expiration, when the token is updated on one device through silent renewal, then all other connected clients must update their tokens and maintain session continuity without prompting the user.
Network reconnection synchronization
Given a user loses network connectivity on one device and performs workspace actions offline, when the device reconnects, then the session state, including authentication, workspace context, and open views, must synchronize with all online clients.
Multi-Device Token Management
"As a user, I want my authentication tokens managed securely across devices so that I'm not logged out unexpectedly."
Description

Implement a centralized token management system that securely issues, refreshes, and revokes authentication tokens per device. Store tokens with appropriate encryption, track their lifecycles, and handle token conflicts gracefully. Integrates with existing identity provider and ensures users remain authenticated across all sessions without compromising security.

Acceptance Criteria
Cross-Device Seamless Login
Given a user with an active session token on one device, When the user opens TaskPulse on a second device within the token's validity period, Then the user is granted access without re-authentication and the application state is synchronized across both devices.
Automatic Token Refresh Pre-Expiration
Given a session token that will expire in less than 5 minutes, When the client automatically sends a refresh request before expiry, Then the system issues a new token with updated expiration, revokes the old token, and the user session persists without interruption.
Token Revocation on Sign-Out
Given a user initiates sign-out from any device, When the sign-out request is processed, Then the system revokes the corresponding token immediately, preventing further API access with that token.
Conflict Resolution for Duplicate Device Tokens
Given concurrent token refresh requests from the same device, When multiple refresh requests are received nearly simultaneously, Then the system ensures only the latest issued token remains valid and any previously issued tokens are invalidated.
Secure Token Storage and Encryption
Given user tokens stored in the central token store, When tokens are at rest, Then tokens are encrypted using AES-256 encryption and access is restricted by role-based access controls.
Secure Session Handover
"As a user, I want secure handover of my session when switching devices so that my data remains protected."
Description

Enable secure transfer of session credentials when users switch between devices. Use end-to-end encryption and mutual TLS to transmit session data, ensuring no exposure of sensitive information. Validate session handover requests against device fingerprints and risk assessments to prevent session hijacking.

Acceptance Criteria
Cross-Device Session Continuity
Given a user is logged into TaskPulse on the Desktop App, When they initiate a session on the Mobile App within the active session window, Then the session is transferred securely via mutual TLS without requiring re-authentication and the session state is preserved on the Mobile App.
Browser Refresh Persistence
Given a user has an active web session in a browser, When they refresh the page or close and reopen the tab within the session timeout period, Then the user remains logged in and their session context is fully restored without re-authentication.
Encrypted Session Credential Transfer
All session credentials transmitted during device handover must use end-to-end encryption with TLS 1.3 or higher and mutual TLS certificate authentication, ensuring no plaintext session data is exposed.
Device Fingerprint Authentication
Given a session handover request, When the new device fingerprint does not match the registered fingerprint for the user, Then the handover is denied and an authentication error is returned.
Risk-Based Session Handover
Given a session handover request that triggers a high-risk assessment (e.g., new IP address or geolocation), Then the system requires step-up authentication (e.g., MFA) before granting the session on the new device.
Automatic Session Recovery
"As a user, I want my session to recover automatically after network drops so that I don't have to re-login constantly."
Description

Detect network interruptions, browser refreshes, or unexpected application closures and automatically restore the user’s session upon reconnection. Persist session context on the server and implement retry logic to re-establish connections without forcing the user to log in again, ensuring high availability and reliability.

Acceptance Criteria
Network Interruption Recovery
Given the user’s device loses network connectivity, when the network is restored within 60 seconds, then the application automatically re-establishes the session and displays the previous state without requiring re-authentication.
Browser Refresh Continuity
Given the user refreshes the browser page, when the page reloads, then the user remains logged in, and the task timeline and current view are restored to the exact prior state within 5 seconds.
Application Crash Recovery
Given an unexpected application closure or crash, when the user reopens TaskPulse within 2 minutes, then the session context (open projects, active filters, draft inputs) is retrieved from the server and restored automatically.
Device Switch Seamlessness
Given the user is active on one device and then switches to another (desktop, mobile, or browser), when the second device opens TaskPulse, then the user’s session is synchronized in real time, preserving login status and view context.
Session Token Expiry Handling
Given the session token expires due to idle time, when the user performs any action, then the client silently refreshes the token via the background API call and completes the user’s action without redirecting to the login page.
Activity Context Preservation
"As a user, I want my current activity context preserved when switching devices so that I can pick up exactly where I left off."
Description

Capture and persist the user’s current UI state, including open tasks, unsaved changes, filter settings, and scroll positions. When a session is reactivated on any device, restore the exact activity context so users can continue their workflow uninterrupted. Integrates with both client-side storage and server-side state management.

Acceptance Criteria
Continuity of Open Task Configuration
Given a user has multiple tasks open with unsaved changes when they switch devices or refresh the browser Then all previously open tasks and their unsaved content are restored exactly as before
Filter and View Settings Retention
Given a user applies custom filters and sorts tasks when the session refreshes or the user logs in on another device Then the same filter criteria and sort order are retained without requiring reconfiguration
Scroll Position Maintenance
Given a user scrolls to a specific position in the task list or timeline when switching sessions or reloading the page Then the scroll position matches exactly where the user left off
Unsaved Changes Auto-Save and Restoration
Given a user edits task details but does not explicitly save when they switch devices or sessions Then the in-progress edits are automatically loaded on reactivation and marked clearly as unsaved changes
Consistent Server-Client State Synchronization
Given a user makes changes to tasks offline then logs in on another device when the session is reactivated Then all server-side state and client-side changes are merged accurately with no data loss or conflict

Smart Load Balancer

Automatically analyzes current heatmap hotspots and suggests real-time task reassignments or timeline adjustments to evenly distribute work across the team. Reduces overload risk, prevents burnout, and ensures no single team member becomes a bottleneck.

Requirements

Heatmap Data Aggregation
"As a team lead, I want the system to automatically aggregate current task load data so that I have an accurate visual heatmap at all times."
Description

Continuously collect and process data on each team member’s task assignments, deadlines, and progress in real time to maintain an up-to-date workload heatmap that drives the Smart Load Balancer’s decisions.

Acceptance Criteria
Real-time Task Data Collection During Work Hours
Given a task is assigned to a team member, when the assignment is confirmed, then the system records the task ID, assignee ID, assignment timestamp, due date, and initial status in the aggregation database within 2 seconds. Given a task's progress percentage is updated by the user, when the update is saved, then the heatmap data reflects the new percentage value within 3 seconds with 100% accuracy. Given any change to a task’s status, when the change is committed, then the aggregation service logs the event and writes the updated record to the heatmap dataset within 5 seconds.
Dynamic Heatmap Refresh Upon Task Status Change
Given a task status changes from 'In Progress' to 'Blocked', then the heatmap cell intensity updates accordingly within 5 seconds. Given a task status changes from 'Blocked' to 'Completed', then the heatmap de-intensifies or clears the corresponding cell within 5 seconds. Given multiple simultaneous status changes across tasks, then the heatmap reflects all changes in the correct order without duplication or data loss.
Aggregated Data Accuracy Under High Concurrency
Given 100 concurrent task assignments, when system load peaks, then all assignment events are aggregated and processed without loss or delay beyond 10 seconds. Given 200 simultaneous progress updates, when batch processing runs, then no updates are dropped or overwritten and the final aggregated dataset matches the source events with 100% integrity.
Data Synchronization After Network Interruption
Given the aggregation service experiences a network outage lasting up to 30 minutes, when connectivity is restored, then the system automatically synchronizes all cached task events and updates the heatmap with no duplicates or missing records. Given overlapping events during the outage and reconnection, when reconciliation occurs, then conflicts are resolved by timestamp order and the final dataset remains consistent.
End-of-Day Historical Data Integration
Given the end of business day, when the nightly batch job runs, then the system aggregates all of the day’s task events into the historical dataset and updates the heatmap accordingly. Given a recovery or re-run of the batch job, when the job completes, then the system ensures idempotent data insertion with no duplication of historical records. Given the historical data integration, when validation checks run, then 100% of the day’s task events are present and accounted for in the heatmap.
Real-Time Redistribution Algorithm
"As a team lead, I want the system to suggest reassignments when someone is overloaded so that no individual becomes a bottleneck."
Description

Implement an intelligent algorithm that analyzes heatmap hotspots and calculates optimal task reassignments or timeline adjustments to evenly distribute workload and prevent bottlenecks.

Acceptance Criteria
Detecting Overload on a Single Team Member
Given the heatmap shows a team member’s workload exceeds 80% capacity When the redistribution algorithm runs Then at least one task is reassigned to a team member below 50% capacity and the timeline is updated accordingly
Rebalancing Tasks During Peak Load
Given 30% surge in new tasks within a 10-minute window When the algorithm executes Then tasks are redistributed so no team member exceeds 90% capacity and all reassignments complete within 2 minutes
Maintaining Balanced Workload in Real-Time
Given ongoing tasks and live heatmap updates When a team member completes a task early Then the algorithm assigns the next pending task to them without any other member’s load rising above 70%
Handling Sudden Team Member Unavailability
Given a team member’s status changes to “unavailable” When the algorithm detects the change Then all their pending tasks are reassigned to available members within 2 minutes and visible on the timeline
Prioritizing Critical Tasks During Redistribution
Given tasks labeled “critical” exist alongside standard tasks When load balancing occurs Then critical tasks remain with their original assignees unless their capacity exceeds 95%, and only non-critical tasks are moved to restore balance
Automated Notification Engine
"As a team member, I want to receive clear notifications about workload adjustments so that I understand new assignments and deadlines without confusion."
Description

Develop a notification engine that alerts relevant team members of proposed task reassignments or schedule changes, including context and justification for each suggestion.

Acceptance Criteria
Manager receives task reassignment notification
Given a heatmap hotspot triggers a proposed task reassignment, when the Smart Load Balancer generates the suggestion, then the notification engine must send an email and in-app notification to the manager containing the original task details, proposed new assignee, and justification within 2 minutes.
Proposed assignee receives context-rich alert
Given a task is proposed to be reassigned to a team member, when the notification is dispatched, then the proposed assignee should receive an in-app notification that includes the task summary, timeline change, original assignee, and reason for reassignment.
Overloaded team member notification suppression
Given a team member has more than 5 tasks assigned, when a new reassignment suggestion is generated for them, then the notification engine must defer sending until the member drops below the threshold and log the suppressed notification.
Notification respects user preferences
Given a user has set notification preferences for channel and frequency, when the engine sends a reassignment alert, then it must adhere to the selected channels (email, SMS, push) and not exceed the max frequency per hour.
Notification delivery SLA
Given a task reassignment suggestion is generated by Smart Load Balancer, when the notification engine processes it, then the notification must be delivered to all relevant recipients within 120 seconds, 95% of the time, and failures must be retried up to 3 times.
Load Balancing Dashboard View
"As a team lead, I want a visual dashboard of workload distribution and suggested changes so that I can make informed decisions quickly."
Description

Create a dedicated dashboard module displaying current heatmap hotspots, recommended adjustments, and acceptance status, allowing leads to review, approve, or override suggestions.

Acceptance Criteria
Real-time Heatmap Visualization
Given the lead opens the Load Balancing Dashboard, When the system loads current task data, Then a color-coded heatmap must display workload hotspots updated in real time (refresh interval ≤ 60 seconds).
Task Reassignment Recommendations Display
Given a detected workload hotspot, When the dashboard renders suggestions, Then the recommended task reassignment list must appear with task IDs, proposed assignees, and predicted workload balance impact within 5 seconds.
Lead Approval and Override Workflow
Given displayed reassignment suggestions, When the lead selects an action, Then approving must apply the recommendation and override must allow manual reassignment with a confirmation prompt.
Suggestion Status Tracking
Given the lead has acted on recommendations, When the dashboard refreshes, Then each suggestion must display an icon and timestamp indicating Approved or Overridden status.
Timeline Adjustment Preview
Given timeline adjustment recommendations, When the lead hovers over a suggestion, Then the dashboard must preview before-and-after workload distribution on the timeline chart.
Threshold Configuration and Policies
"As an administrator, I want to configure threshold limits and automation rules so that the Smart Load Balancer aligns with my team’s specific capacity and workflow policies."
Description

Provide configurable settings for defining overload thresholds, redistribution frequency, and automatic approval policies, enabling customization of Smart Load Balancer behavior per team or project.

Acceptance Criteria
Admin Defines Overload Thresholds
Given an admin navigates to the Threshold Settings page and inputs a numeric maximum tasks-per-user-per-day value, When they save the configuration, Then the system persists the threshold and applies it to all subsequent load balancing operations.
Admin Sets Redistribution Frequency
Given an admin selects a redistribution interval (e.g., hourly or daily) in the configuration modal, When they confirm the change, Then the Smart Load Balancer updates its internal schedule and triggers task redistribution at the selected frequency.
Admin Configures Automatic Approval Policies
Given an admin enables the automatic approval option with defined conditions, When a task reassignment meets those conditions, Then the system automatically reassigns tasks without requiring manual review according to the policy.
Validation of Threshold Configuration Input
Given an admin enters an invalid threshold value (such as a negative number or non-numeric text), When they attempt to save the settings, Then the system displays a clear validation error message and prevents saving until a valid value is provided.
Default Policy Application for New Projects
Given a new project is created without custom threshold or frequency settings, When the Smart Load Balancer runs its first analysis for that project, Then it applies the global default threshold and redistribution frequency and logs the applied defaults for audit.

Forecast Trendlines

Overlays predictive trendlines onto the heatmap to show how workloads are likely to evolve in the coming days or weeks. Enables proactive planning by highlighting potential future hotspots before they occur.

Requirements

Historical Data Processor
"As a team lead, I want the system to automatically aggregate and clean historical task data so that future workload predictions are based on consistent and accurate information."
Description

This requirement involves the development of a module that automatically aggregates, validates, and preprocesses historical workload and task data from various sources within TaskPulse. It includes data normalization, handling of missing entries, and time-series alignment to ensure consistency and accuracy in the dataset. This preprocessed data will serve as the foundation for reliable predictive analysis, enabling accurate trendline generation and minimizing erroneous forecasts.

Acceptance Criteria
Aggregate Data from Multiple Sources
Given multiple historical data sources are available When the processor runs Then it successfully retrieves and merges datasets into a unified structure without data loss
Normalize Data Formats
Given datasets with varied date, time, and numeric formats When normalization logic is applied Then all fields adhere to the predefined schema with ISO 8601 timestamps and consistent numeric precision
Handle Missing Entries
Given records containing null or missing values When the missing data handler executes Then all missing entries are either imputed per defined rules or flagged and removed, ensuring no null values remain
Align Time-Series Data
Given historical data with differing time intervals When the alignment process runs Then all time-series are resampled to the configured interval with consistent timestamps across sources
Validate Data Integrity
Given a preprocessed dataset When validation rules are applied Then the dataset passes schema validation, contains no duplicate entries, and falls within defined statistical accuracy thresholds
Predictive Trendline Engine
"As a team lead, I want the platform to generate predictive trendlines based on historical data so that I can foresee workload distribution and allocate resources proactively."
Description

Implement an advanced predictive analytics engine that leverages historical task and workload datasets to generate accurate trendline forecasts. This includes selecting and integrating appropriate statistical and machine learning models, tuning parameters, and validating predictions against actual outcomes. The engine should support configurable forecasting horizons (e.g., 7 days, 14 days, 30 days) and continuously learn from new data to improve accuracy over time.

Acceptance Criteria
Configure Forecast Horizon
Given a user selects a forecasting horizon (7, 14, or 30 days) in the settings When they apply the selection Then the heatmap displays the predictive trendline for the selected horizon without errors And the selection is persisted on subsequent visits
Visualize Trendline Overlay
Given historical task load data is available When the heatmap module is loaded Then the predictive trendline overlays the correct data points for the selected horizon And the trendline color, thickness, and opacity match the design specifications
Model Accuracy Validation
Given the system has generated trendline forecasts for the past period When actual workload data becomes available Then the system automatically compares predicted versus actual values And the Mean Absolute Percentage Error (MAPE) remains ≤ 10% over a rolling 30-day window
Continuous Learning Integration
Given new task and workload data ingested daily When the scheduled retraining job runs Then the predictive model parameters update automatically And forecast accuracy does not degrade compared to the previous cycle
Handle Insufficient Historical Data
Given less than 7 days of historical data exist When a user requests a forecast Then the system displays an informative message indicating insufficient data And disables the trendline overlay option until the data threshold is met
Trendline Visualization Overlay
"As a team lead, I want predictive trendlines to be overlaid on the existing workload heatmap so that I can visually identify potential future workload hotspots at a glance."
Description

Create an interactive overlay that displays predictive trendlines directly on the existing workload heatmap. The overlay should support multiple forecast horizons, use distinct color gradients to differentiate timeframes, and allow opacity adjustments for clarity. It should seamlessly integrate with the current UI, update in real-time as parameters change, and maintain performance standards to avoid lag in rendering.

Acceptance Criteria
Displaying Trendlines for Next 7 Days
Given the user has the workload heatmap open When the user selects the 7-day forecast horizon option Then predictive trendlines for the next 7 days overlay on the heatmap And each data point aligns with the corresponding timeline date.
Differentiating Forecast Horizons with Color Gradients
Given multiple forecast horizons are selected (e.g., 3-day and 14-day) When the overlay renders Then the 3-day trendline uses the primary gradient (e.g., blue to green) And the 14-day trendline uses a distinct gradient (e.g., orange to red) And a legend displays gradient-color mapping for each horizon.
Adjusting Overlay Opacity
Given the user adjusts the overlay opacity slider to 50% When the slider value changes Then the trendline overlay updates to 50% opacity And the underlying heatmap remains fully visible.
Real-time Parameter Updates Impact Visualization
Given the forecast parameter inputs (e.g., forecast start date) are modified When the user changes any parameter Then the trendline overlay updates within 200ms Without requiring manual page reload.
Ensuring Performance under High Data Load
Given a dataset of at least 10,000 forecast points When the user toggles the trendline overlay on or off Then the overlay renders or hides within 500ms And the heatmap interactions remain responsive (no freeze longer than 100ms).
Interactive Timeframe Controls
"As a project manager, I want to adjust the timeframe and visibility of trendlines so that I can tailor the predictive insights to different planning horizons."
Description

Develop user interface controls enabling users to select and adjust forecasting timeframes (e.g., 1 week, 2 weeks, 1 month) and toggle the visibility of trendlines. Controls should include sliders, dropdowns, and preset buttons, with immediate updates reflected in the heatmap overlay. Tooltips and help modals should explain each option to ensure usability and reduce the learning curve.

Acceptance Criteria
Preset Timeframe Selection
Given the user clicks a preset button labeled ‘1 week’, ‘2 weeks’, or ‘1 month’ When the button is selected Then the heatmap overlay updates to show predictive trendlines for the corresponding timeframe within 500ms
Slider Adjustment Response
Given the user drags the timeframe slider to a custom date range When the slider value changes Then the heatmap overlay refreshes in real time to display trendlines for the selected range and the slider thumb position is accurately reflected
Dropdown Menu Function
Given the user opens the timeframe dropdown and selects an option When an option (e.g., ‘2 weeks’) is chosen Then the dropdown closes and the heatmap overlay updates to display the selected forecast duration
Trendline Visibility Toggle
Given the user clicks the ‘Show Trendlines’ toggle switch When the switch is turned off Then all predictive trendlines are hidden and only the base heatmap remains visible
Tooltip Explanation Access
Given the user hovers over any timeframe control icon When a hover event occurs for at least 300ms Then a tooltip appears explaining the control’s function with clear, concise wording
Initial Default Timeframe Load
Given the user navigates to the Forecast Trendlines feature When the feature loads Then the heatmap overlay defaults to the ‘1 week’ timeframe trendlines and the corresponding preset button is highlighted
Proactive Hotspot Notifications
"As a team lead, I want to receive proactive alerts when predicted workloads exceed defined thresholds so that I can take corrective actions before tasks become overdue."
Description

Implement a notification system that automatically alerts users when predictive trendlines indicate potential workload hotspots exceeding predefined thresholds. Users should be able to configure threshold levels per project or team member. Notifications must be delivered via in-app messaging, email, and optionally via integrations (e.g., Slack). Alert contents should include forecast details and recommended actions.

Acceptance Criteria
Project Threshold Configuration
Given a user accesses the notification settings When the user sets a workload threshold for a specific project or team member Then the system saves the threshold and displays the updated value in the project settings
Hotspot Detection Alert
Given a predictive trendline forecast exceeds the configured threshold When the forecast is generated Then the system triggers a notification event for the relevant project or team member within 30 seconds
Notification Content Verification
Given a hotspot notification is triggered When the notification is delivered Then the notification includes the forecasted workload spike details, threshold values, affected projects/team members, and recommended mitigation actions
Multi-Channel Delivery
Given a user has selected in-app, email, and Slack as notification channels When a hotspot notification is sent Then the notification must arrive in-app, via email, and in Slack within 2 minutes of the trigger
User Preference Update
Given a user updates notification thresholds or channel selections When the user saves the changes Then subsequent hotspot notifications follow the new settings without requiring a page reload
Exportable Trend Reports
"As an operations manager, I want to export predictive workload trend data and visualizations so that I can share actionable insights with stakeholders in reports."
Description

Enable users to export forecasted trendline data and visualizations into shareable formats such as PDF and CSV. Features should include customizable report templates, selection of timeframe, data granularity options, and scheduled report generation. Exports should preserve visual fidelity and include explanatory legends for clarity in stakeholder presentations.

Acceptance Criteria
Exporting PDF report with custom timeframe
Given the user selects PDF format and a custom timeframe (start and end dates), When the user initiates export, Then the system generates a PDF report within 30 seconds preserving visual fidelity of trendlines, includes an explanatory legend, and prompts a file download named <ProjectName>_TrendReport_<StartDate>_<EndDate>.pdf
Downloading CSV report with hourly data granularity
Given the user chooses CSV format and hourly granularity for a selected timeframe, When the user clicks 'Export CSV', Then the system generates a CSV file containing timestamped forecasted workload values at hourly intervals, includes header rows describing each column (e.g., DateTime, ForecastValue), and prompts a download within 15 seconds.
Scheduling automated trend report emails
Given the user schedules a recurring report (daily, weekly, or monthly) with specified format and recipients, When the schedule is saved, Then the system automatically generates and emails the report at the configured intervals, attaching the correct file type and including a subject line 'Forecast Trend Report – <Period>'.
Applying customizable report templates
Given the user customizes a report template (selecting logo, title, color theme), When the user exports a report using that template, Then the output file (PDF or CSV) reflects the template settings, and the template configuration is applied consistently across multiple exports.
Validating visual fidelity and legend inclusion
Given a generated report (PDF or CSV) containing trendline visualizations, When the user reviews the report, Then all trendlines match on-screen chart styles (colors, line thickness), and each chart includes a clearly labeled legend explaining data series.

What-If Simulator

Lets you experiment with hypothetical task reassignments, timeline shifts, or new task additions and instantly visualizes their impact on the heatmap. Empowers you to test workload balancing strategies before implementing changes.

Requirements

Scenario Builder Interface
"As a team lead, I want to easily build and visualize hypothetical task assignments so that I can explore workload adjustments before applying changes."
Description

Provides an intuitive drag-and-drop interface for creating and adjusting hypothetical task scenarios, enabling users to select, move, or reassign tasks on the timeline and immediately preview potential impacts without committing changes.

Acceptance Criteria
Dragging a Task to a New Date
Given a user selects a task on the timeline, When the user drags the task to a new date slot in the scenario builder, Then the task visually moves to the new date and the hypothetical timeline updates instantaneously without committing changes.
Task Reassignment via Drag-and-Drop
Given a user drags a task avatar onto a different team member's lane, When the drop is successful, Then the task is reassigned visually to the selected member and the workload heatmap recalculates instantly.
Adding a Hypothetical Task
Given a user clicks 'Add Task' in the scenario builder, When the user enters task details and targets a timeslot, Then the new task appears on the timeline with accurate metadata and immediate impact shown on the heatmap.
Real-time Heatmap Update on Scenario Adjustments
Given any change in task date, assignment, or duration, When the user completes the modification, Then the heatmap refreshes within 1 second to reflect workload changes for all team members.
Resetting Scenario Changes
Given the user has made multiple scenario adjustments, When the user clicks 'Reset Scenario', Then all hypothetical changes revert to the original state and the timeline and heatmap reset accordingly.
Dynamic Heatmap Preview
"As a project manager, I want to see real-time heatmap updates when I adjust tasks so that I can quickly identify workloads and balance my team’s capacity."
Description

Updates the workload heatmap in real time to reflect changes made in the scenario builder, offering immediate visual feedback on resource utilization, potential bottlenecks, and balance across team members.

Acceptance Criteria
Immediate Heatmap Update on Task Reassignment
Given a user reassigns a task in the scenario builder, when the reassignment is confirmed, then the heatmap must update within 1 second to reflect the new workload distribution and adjust color intensity accordingly.
Real-Time Timeline Shift Reflection
Given a user shifts a task’s start or end date in the scenario builder, when the date adjustment is applied, then the heatmap must immediately recalculate and display the updated workload heat intensities for all affected dates.
Visualization After Adding a New Task
Given a user adds a new task with specified duration and assignee in the scenario builder, when the task is created, then the heatmap must instantly include the task’s workload and update the relevant team member’s heatmap row.
Bulk Scenario Adjustments Impact Display
Given a user applies bulk changes (reassignments or date shifts) to multiple tasks, when the user confirms the bulk operation, then the heatmap must process and refresh all impacted cells within 2 seconds, ensuring accuracy across the entire timeline.
Heatmap Response When Capacity Is Exceeded
Given a scenario where a user’s tasks exceed their daily capacity, when the overload threshold is reached, then the heatmap must highlight the overloaded periods in red and display a warning icon next to the team member’s name.
Bulk Task Adjustment
"As a remote team lead, I want to adjust multiple tasks at once so that I can efficiently simulate large-scale timeline shifts without repetitive manual edits."
Description

Allows batch operations such as shifting multiple tasks by date, reassigning groups of tasks to different users, or changing task durations simultaneously to streamline scenario creation for large projects.

Acceptance Criteria
Shifting Multiple Tasks to a New Date Range
Given a selection of tasks in the What-If Simulator When the user shifts the start date by X days Then all selected tasks on the timeline are moved by X days without overlap and the updated dates are accurately displayed on the heatmap.
Reassigning a Group of Tasks to Different Team Members
Given a group of tasks selected When the user bulk assigns them to a different user or set of users Then each task's assignee field is updated accordingly and the heatmap reflects the new workload distribution.
Adjusting Durations of Multiple Tasks Simultaneously
Given multiple tasks in the What-If view When the user increases or decreases the duration by a specified amount Then each task's duration is updated, timeline bars adjust length on the heatmap, and no task durations fall below the minimum or conflict with dependent tasks.
Applying Combined Bulk Adjustments for Date and Assignment
Given tasks selected in the What-If Simulator When the user applies both a date shift of X days and reassigns tasks to new team members in one operation Then all tasks update their dates and assignees in a single transaction, and the simulator reflects both changes atomically.
Reverting Bulk Task Adjustments
Given a set of tasks modified by a bulk operation When the user chooses to undo the last bulk adjustment Then the tasks revert to their original dates, durations, and assignments, and the heatmap returns to its pre-adjustment state.
Performance Simulation Metrics
"As a department head, I want to see performance metrics for each simulated scenario so that I can make data-driven decisions about task allocations and timelines."
Description

Calculates and displays key simulation metrics—such as workload variance, utilization percentages, and projected deadline adherence—to help users assess the efficiency and risk of each hypothetical scenario.

Acceptance Criteria
Workload Variance Calculation
System calculates the difference between the maximum and minimum simulated workload per team member and displays the variance as a percentage rounded to one decimal place, matching manual calculations for test data.
Utilization Percentage Display
System computes each resource’s simulated utilization (simulated task hours divided by available work hours) and displays it as a percentage with one decimal precision.
Deadline Adherence Projection
System projects the percentage of tasks expected to meet their deadlines based on the simulated assignments and displays the projection, with accuracy within ±5% when validated against historical outcomes.
Overutilization Alert Generation
When any resource’s simulated utilization exceeds 100%, the system highlights the resource on the heatmap in red and displays an alert message specifying the resource name and utilization value.
Comparative Metrics Summary Export
System produces a side-by-side report of original vs. simulated metrics—including workload variance, utilization percentages, and projected deadline adherence—and allows users to export the report as a CSV file.
Scenario Comparison Mode
"As an operations manager, I want to compare different task simulation scenarios side by side so that I can choose the optimal workload distribution strategy."
Description

Enables side-by-side comparison of multiple scenarios, highlighting differences in workload distribution, task deadlines, and resource utilization to facilitate decision-making between alternative plans.

Acceptance Criteria
Side-by-Side Workload Distribution Comparison
Given the user has two or more saved simulation scenarios, When they select 'Compare' for two scenarios, Then the interface displays both scenarios side-by-side with color-coded workload heatmap overlays and highlights differences in workload distribution.
Timeline Shift Differential Highlighting
Given two compared scenarios with shifted task deadlines, When the user hovers over a task in one scenario, Then the matching task in the other scenario is highlighted, and the timeline gap is displayed numerically.
Resource Utilization Variance Detection
Given multiple scenarios loaded for comparison, When the user views the resource utilization panel, Then the system calculates and displays percentage differences in each resource’s utilization side-by-side and flags variances above 10%.
New Task Addition Impact Analysis
Given a base scenario and a variant containing a new task, When the user compares them, Then the heatmap updates to reflect the new task’s impact and summary statistics for peak and average loads update for both scenarios.
Printable Comparison Report Generation
Given two scenarios selected for comparison, When the user clicks 'Export Report', Then the system generates a PDF containing side-by-side visualizations, workload tables, and resource variance highlights matching the on-screen comparison.

Capacity Alerts

Sends configurable notifications when individual or team workload exceeds predefined thresholds. Ensures you’re alerted immediately when capacity is at risk, allowing you to intervene before deadlines slip.

Requirements

Threshold Configuration Interface
"As a team lead, I want to set custom workload thresholds for individuals and the entire team so that I’m alerted when capacity limits are exceeded."
Description

Implement a user-friendly configuration interface allowing team leads to define individual and team workload thresholds based on hours, task count, or custom criteria. The interface should support default and per-user settings, presets for common roles, validation of input values, and inline help tips. Once thresholds are saved, they must be stored in the system settings and applied in real time during workload calculations.

Acceptance Criteria
Setting Individual Threshold for a Team Member
Given the team lead navigates to the Threshold Configuration Interface and selects a specific user When the lead inputs '40' in the weekly hours threshold field and clicks 'Save' Then the system validates the entry, displays a success message, and applies the 40-hour threshold in real time for that user
Applying Default Team Threshold
Given no individual thresholds are set for any users When the team workload is calculated Then the system applies the default team threshold of '160' hours per week and triggers alerts based on this default value
Saving and Persisting Threshold Settings
Given the team lead configures thresholds for multiple users and clicks 'Save' When the lead refreshes the page or logs out and back in Then all previously configured threshold values are persisted in system settings and displayed correctly in the interface
Inline Validation for Invalid Input
Given the team lead enters a non-numeric value, negative number, or exceeds the maximum allowed in a threshold field When the lead moves focus away from that field Then the system displays an inline error message specifying valid input criteria and disables the 'Save' button until corrected
Using Preset Role-Based Thresholds
Given the team lead opens the presets dropdown and selects the 'Developer' role When the preset is applied Then the individual threshold fields auto-populate with the predefined developer threshold values and remain editable before saving
Real-time Workload Monitoring Engine
"As a team lead, I want the system to monitor workloads in real time so that I receive instant alerts when capacity is at risk."
Description

Develop a backend service that continuously calculates current workload against configured thresholds. The engine must aggregate task hours and counts for each user and team, recalculate upon task assignment or completion events, and flag any threshold breaches. It should be scalable, performant under high load, and provide an API for querying current capacity status.

Acceptance Criteria
New Task Assignment Trigger
Given a new task is assigned to a user, when the assignment event is processed by the monitoring engine, then the user's workload total is recalculated within 1 second and updated in the system.
Task Completion Update
Given a user marks a task as complete, when the completion event is received, then the user's workload total decreases accordingly and any breached thresholds are re-evaluated in real-time.
Threshold Breach Notification
Given a user's workload exceeds the configured threshold, when the threshold breach is detected by the engine, then an alert is sent to the team lead within 5 seconds and the user's status is flagged as 'Over Capacity'.
High Load Performance
Given the system processes 1000 concurrent task events, when workload calculations are performed, then the engine completes all recalculations within 2 seconds without exceeding 70% CPU usage.
Capacity Status API Query
Given a client requests the current capacity status via the API, when the API call is made with valid authentication, then the response returns accurate workload totals and threshold status for the specified user or team within 500ms.
Customizable Notification Rules
"As a team lead, I want to customize how and when I receive capacity alerts so that I can balance timely notifications with information overload."
Description

Provide a notification rule builder that lets users choose alert channels (email, in-app, SMS, Slack), define notification frequency (immediate, daily digest, weekly summary), and set escalation criteria. Rules should support conditional logic (e.g., notify only when capacity exceeds 90%), grouping (team vs. individual), and allow testing on-screen before activation.

Acceptance Criteria
Email Notification for Individual Capacity Threshold
Given a user sets an email alert for individual capacity > 90% When a team member’s capacity exceeds 90% Then the system sends an email notification to the specified user within 5 minutes
SMS Notification Rule On-screen Testing
Given the user configures an SMS notification rule When the user clicks “Test Notification” within the rule builder Then the system displays a simulated SMS preview on-screen and confirms delivery in the interface
Slack Alert for Team Capacity Exceedance
Given a user configures a Slack channel alert for team capacity > 80% When the combined team workload exceeds 80% of total capacity Then the system posts a message in the designated Slack channel within 2 minutes
Daily Digest Notification for Team Workload
Given the user selects “Daily Digest” frequency for team workload When the scheduled digest time arrives at 8:00 AM each day Then the system sends a single aggregated notification via the chosen channels summarizing each member’s capacity status
Escalation Notification to Manager after Repeated Breaches
Given a user sets escalation criteria after 3 threshold breaches When an individual exceeds capacity threshold on three consecutive assessments Then the system automatically escalates and notifies the manager via email and in-app alert
Escalation Workflow Management
"As a team lead, I want capacity alerts to escalate to senior managers if not addressed promptly so that nothing falls through the cracks."
Description

Design an escalation workflow for handling unresolved capacity alerts. When a threshold breach is unaddressed after a configurable time window, the system should automatically escalate the alert to higher-level managers or secondary contacts. Include audit trails of escalations, the ability to acknowledge or dismiss alerts, and escalation rule configuration.

Acceptance Criteria
Timeout-Based Escalation to Manager
Given an unresolved capacity alert reaches its configured time window, when the time window expires, then the system automatically sends an escalation notification to the primary manager within 5 minutes and updates the alert status to 'Escalated to Manager'.
Escalation Notification to Secondary Contact
Given an alert escalated to manager remains unacknowledged for the secondary timeout period, when the secondary timeout expires, then the system sends an escalation notification to the secondary contact within 5 minutes and updates the alert status to 'Escalated to Secondary Contact'.
Audit Trail Logging for Escalation Events
Given any escalation action occurs, when the system sends an escalation notification, then it creates an audit trail entry with timestamp, original alert ID, target recipient, initiator, and action taken.
Manual Acknowledgment of Escalated Alerts
Given a manager or secondary contact receives an escalated alert notification, when they click 'Acknowledge' on the alert, then the system marks the alert as 'Acknowledged', stops further escalations, and logs the acknowledgment event in the audit trail.
Configurable Escalation Rule Updates
Given an admin accesses the escalation settings page, when they modify time windows or contact assignments and click 'Save', then the system validates inputs, persists changes, and applies the new rules to all future alerts.
Capacity Alert Dashboard
"As a team lead, I want a visual dashboard showing all capacity alerts and trends so that I can quickly identify and prioritize workload adjustments."
Description

Create a dedicated dashboard view that visualizes current and historical capacity data, highlighting threshold breaches with color-coded indicators. The dashboard should allow filtering by team, role, and time period, display upcoming capacity risks, and link directly to the tasks causing the overload. It must update live and offer exportable reports.

Acceptance Criteria
Viewing Real-Time Capacity Breaches
Given the Capacity Alert Dashboard is open, When any individual or team workload exceeds predefined thresholds, Then the corresponding capacity breach must be highlighted with a red indicator within 5 seconds of breach detection.
Filtering Dashboard by Team and Role
Given the dashboard view, When a user selects a specific team or role filter and applies it, Then only capacity data for the selected team or role is displayed, and all other data is hidden.
Generating Exportable Capacity Reports
Given live dashboard data, When a user clicks the 'Export Report' button and chooses a time period, Then a CSV or PDF report containing current and historical capacity metrics for that period is downloaded within 10 seconds.
Navigating to Overloaded Tasks
Given a capacity breach indicator is displayed, When a user clicks on the indicator, Then the dashboard must navigate to and list the specific tasks causing the overload, including task name, assignee, and due date.
Reviewing Historical Capacity Trends
Given the dashboard has historical data loaded, When a user selects a past time period slider, Then the dashboard graph updates to show capacity usage trends over that period with color-coded thresholds and no data gaps.

Cross-Team Comparison

Displays side-by-side heatmaps for multiple teams or departments, allowing you to compare workloads across groups at a glance. Helps identify uneven resource distribution and fosters better collaboration between teams.

Requirements

Dynamic Team Selection
"As a team lead, I want to select multiple teams from a list so that I can compare their workload heatmaps side by side and identify disparities efficiently."
Description

Enable users to select multiple teams or departments from a searchable dropdown, allowing side-by-side heatmap generation for customized team comparisons. This functionality should integrate seamlessly with the existing visual timeline, ensuring users can quickly compare workloads without manual data aggregation.

Acceptance Criteria
Single Team Selection
Given the user opens the team selection dropdown, When the user selects one team, Then the heatmap updates to display data only for the selected team.
Multiple Team Selection
Given the user selects multiple teams from the dropdown, When at least two teams are selected, Then a combined side-by-side heatmap for all selected teams is displayed.
Searchable Dropdown Filtering
Given the dropdown is focused, When the user types a partial team name, Then the dropdown list filters to matching team names and highlights the search term.
Heatmap Rendering Performance
Given up to ten teams are selected, When the heatmap is generated, Then all heatmaps render within two seconds without errors.
Deselecting Teams
Given one or more teams are selected, When the user clicks the remove icon on a selected team tag, Then that team is removed from selection and the heatmap updates accordingly.
Date Range Filter
"As a project manager, I want to filter the comparison by date range so that I can analyze team workloads during specific project phases."
Description

Provide a date range filter that allows users to specify custom timeframes for the heatmap comparison. This ensures that comparisons can focus on specific periods, such as sprints or quarters, and integrate with TaskPulse's timeline filtering capabilities for consistent data views.

Acceptance Criteria
Custom Date Range Selection in Heatmap Comparison
Given the user selects a valid start date and end date and applies the filter, then the heatmap displays tasks only within that date range for all selected teams.
Preset Date Range Options for Quick Selection
Given the user chooses a preset range (e.g., Last 7 Days) and applies it, then the heatmaps update to reflect exactly that timeframe.
Validation of Date Range Inputs
Given the user enters an end date earlier than the start date, when they attempt to apply, then the system prevents submission and displays a clear error message.
Synchronization with Timeline Filters
Given the timeline filter is active, when the user applies a custom date range in the heatmap view, then the timeline adjusts to the same date range automatically.
Data Refresh Without Page Reload
Given the user applies or changes the date range, then all heatmaps for each team refresh their data dynamically without requiring a full page reload.
Interactive Drill-down
"As a department head, I want to click on a heatmap cell to see individual tasks and assignees so that I can investigate workload spikes and allocate resources appropriately."
Description

Implement interactive drill-down on the heatmap cells, enabling users to click on a time slot to view detailed task breakdowns, assignee details, and task status. This feature should connect to TaskPulse's task detail view, offering seamless navigation between overview and specifics.

Acceptance Criteria
Single Team Heatmap Cell Drill-down
Given the user is viewing the heatmap and clicks on a cell for a specific team and time slot When the user clicks the cell Then a detailed breakdown pane loads listing each task name, assignee, due date, and current status for that time slot
Cross-Team Heatmap Comparison Drill-down
Given the user is comparing heatmaps for multiple teams and selects a time slot cell across teams When the user clicks the combined cell view Then the pane displays tasks from each selected team side-by-side with task names, assignees, due dates, and statuses
Seamless Navigation to Task Detail View
Given the user sees tasks listed in the drill-down pane When the user clicks on a specific task name in that list Then TaskPulse navigates directly to the full task detail view for the selected task
Accurate Task Breakdown Display
Given a heatmap cell with no tasks scheduled for that time slot When the user clicks on the empty cell Then the drill-down pane displays “No tasks scheduled” and disables any task list or action buttons
Drill-down Performance Under Load
Given the system has up to 1000 tasks in the selected time slot When the user performs a drill-down action Then the detailed pane loads and renders all task information within 2 seconds
Export Comparison Report
"As a resource planner, I want to export the cross-team comparison report so that I can share workload insights with executives and external stakeholders."
Description

Allow users to export the side-by-side heatmap comparisons as reports in PDF or CSV formats. Exports should include visual heatmaps, data tables, and summary statistics, fitting into TaskPulse's reporting module for easy sharing with stakeholders.

Acceptance Criteria
PDF report generation for stakeholder review
Given a side-by-side heatmap comparison is displayed, When the user selects “Export as PDF”, Then a PDF file is generated containing high-fidelity heatmaps, corresponding data tables, summary statistics, a timestamp, and the file becomes available for download within 5 seconds with the filename “TaskPulse_Comparison_YYYYMMDD_HHMMSS.pdf”.
CSV export for data analysis
Given a side-by-side heatmap comparison is displayed, When the user selects “Export as CSV”, Then a CSV file is generated containing columns for Team, Member, AssignedTasks, CompletedTasks, OverdueTasks, WorkloadScore, summary statistics appended at the end, and the file becomes available for download within 3 seconds with the filename “TaskPulse_Comparison_YYYYMMDD_HHMMSS.csv”.
Export with applied filters
Given date range and team filters are applied to the heatmap comparison, When the user exports in PDF or CSV format, Then the generated report includes only the data and visuals corresponding to the selected filters.
Report naming convention and metadata inclusion
Given any export action is initiated, When the report is generated, Then the filename follows the pattern “TaskPulse_Comparison_<Filters>_<Timestamp>.<ext>” and the report metadata includes export date, user name, and applied filters.
Error handling for failed exports
Given an export process encounters an error, When the export fails due to timeout or network issues, Then the user sees an error message “Export failed. Please try again later.”, the error is logged, and no corrupt file is offered for download.
Access Control & Permissions
"As an administrator, I want to control which users can access cross-team comparisons so that sensitive workload data is only visible to authorized personnel."
Description

Enforce access controls that restrict the cross-team comparison feature based on user roles and permissions. Only authorized leads and managers should view and compare teams outside their purview, integrating with TaskPulse's user permission system to maintain data security.

Acceptance Criteria
Authorized Lead Views Cross-Team Heatmap
Given a user with the 'Cross-Team Comparison' permission and role 'Lead', When the user navigates to the cross-team heatmap page, Then they can view side-by-side heatmaps for all teams in their assigned departments.
Unauthorized User Access Denied
Given a user without the 'Cross-Team Comparison' permission, When the user attempts to access the cross-team heatmap feature, Then the system displays an access denied message and hides the feature.
Permission Revoked Prevents Access
Given a user whose cross-team comparison permission is revoked, When the permission update is saved, Then the user can no longer access or view any cross-team heatmap data and sees an access denied notification.
Manager Access Limited to Own Department
Given a user with role 'Manager' for Team A, When the user views the cross-team heatmap, Then only Team A’s heatmap is displayed and all other teams are omitted.
Role-Based Access Enforced in API Endpoints
Given an API request for cross-team heatmap data from a user token lacking proper permissions, When the request is executed, Then the API responds with HTTP 403 Forbidden and no data payload returned.

Focus Lens

Provides dynamic filters for time range, project, or assignee, enabling you to zoom in on specific segments of the heatmap. Simplifies analysis of targeted periods or roles, making it easy to uncover hidden imbalances.

Requirements

Time Range Filter
"As a team lead, I want to filter tasks by a custom time range so that I can analyze workload distribution and identify peak periods for better resource planning."
Description

Implement a dynamic time range slider allowing users to select custom start and end dates, instantly updating the heatmap view to reflect tasks within the chosen period while preserving performance and visual clarity.

Acceptance Criteria
User selects a valid custom date range
Given the user selects a start date S and end date E where S < E, when the slider is released, then the heatmap updates within 200ms to display only tasks with due dates between S and E inclusive.
User selects a date range with no tasks
Given the user selects a date range where no tasks exist, when the slider is applied, then the heatmap displays a "No tasks in this range" placeholder message and shows an empty state without errors.
User adjusts the slider rapidly
Given the user drags the slider handles rapidly multiple times, then the heatmap updates smoothly in real time without freezing, and the final selected range is correctly reflected in the view.
User inputs an invalid date range
Given the user attempts to set the end date earlier than the start date, then the system prevents the selection, highlights the invalid input, and shows a validation message "End date must be on or after start date."
Default slider initialization on page load
Given the user opens the heatmap view without modifying the slider, then the slider defaults to the full available date range, and the heatmap displays all tasks within that range.
Project-Based Filter
"As a project manager, I want to isolate tasks for a particular project so that I can assess progress and workload imbalances for that project alone."
Description

Provide a dropdown menu listing all active projects, enabling users to include or exclude specific projects from the heatmap and quickly focus on the relevant scope without manual data adjustments.

Acceptance Criteria
Project Selection for Heatmap Inclusion
Given the user opens the Focus Lens filter dropdown, when they view the list, then all active projects are listed alphabetically; and when the user selects one or more projects, the heatmap immediately updates to display tasks only from those selected projects.
Project Exclusion from Heatmap
Given the user has multiple projects selected, when they deselect a project from the dropdown, then the heatmap refreshes to remove tasks from the deselected project and only shows tasks from remaining selected projects.
Persisting Project Filter Across Sessions
Given the user has applied a specific project filter, when they log out and log back in, then the previously selected projects remain selected and the heatmap displays the same filtered view.
No Projects Selected Handling
Given the user clears all project selections in the dropdown, when they apply the filter, then an inline message prompts ‘Please select at least one project’ and the heatmap remains blank until at least one project is selected.
Dynamic Project List Updates
Given an active project is added or deactivated in the system, when the user opens the project filter dropdown, then the list reflects the change by including new active projects and excluding deactivated ones in real time.
Assignee Filter
"As a team lead, I want to view tasks assigned to specific team members so that I can monitor individual workloads and address potential bottlenecks."
Description

Create a multi-select list of team members allowing users to zoom in on one or multiple assignees, immediately updating the heatmap to display only selected individuals’ tasks for targeted performance reviews and follow-ups.

Acceptance Criteria
Filtering by Single Assignee
Given the heatmap is displayed and the Assignee Filter dropdown is accessible, When the user selects a single team member from the multi-select list, Then only tasks assigned to that team member are displayed on the heatmap. Given the user selects the same team member again, When the selection is confirmed, Then no duplicate tasks appear and the heatmap remains unchanged. Given the user has applied the single assignee filter, When the user clicks outside the dropdown, Then the dropdown closes and the filtered heatmap persists.
Filtering by Multiple Assignees
Given the Assignee Filter allows multi-selection, When the user selects two or more team members, Then the heatmap updates to display tasks for all selected members only. Given multiple assignees are selected, When a new assignee is added to the selection, Then tasks for the newly added assignee appear without removing existing ones. Given multiple assignees are selected, When one assignee is deselected, Then tasks for that deselected member are removed from the heatmap while others remain visible.
Clearing Assignee Filters
Given one or more assignees are selected, When the user clicks the 'Clear All' option in the Assignee Filter, Then all selections are removed and the heatmap displays tasks for all team members. Given selections have been cleared, When the user opens the Assignee Filter again, Then no team members are pre-selected. Given no filters are active, When the heatmap is reloaded, Then tasks for all team members continue to display.
Persisting Selected Assignees After Page Refresh
Given the user has selected one or more assignees, When the user refreshes the page or navigates away and returns, Then the previously selected assignees remain selected in the filter. Given selections persisted after refresh, When the heatmap reloads, Then only tasks for the persisted assignees are displayed. Given the filter state is stored, When the user clears all selections, Then the stored state is updated to reflect no selections.
Handling No Matching Tasks
Given the user selects an assignee with no tasks in the current view, When the filter is applied, Then the heatmap displays a 'No tasks found for the selected assignee(s)' message. Given no matching tasks, When the user selects additional assignees with tasks, Then the message disappears and the heatmap displays tasks for those assignees. Given no tasks match the filter, When the user clears the filter, Then the full heatmap is restored without errors.
Combined Criteria Filtering
"As an operations manager, I want to apply multiple filters at once so that I can perform in-depth analysis on targeted segments of the task timeline for strategic decision-making."
Description

Enable users to apply multiple filters (time range, project, assignee) simultaneously, with real-time heatmap updates, ensuring seamless drill-down into precise data subsets and supporting complex analytical queries.

Acceptance Criteria
Combined Multiple Filters Applied
Given the user selects a time range, a project, and an assignee simultaneously, When the filters are applied, Then the heatmap updates within 500ms to display only tasks matching all three criteria.
Real-Time Filter Adjustment
Given the user adjusts any of the selected filters (time range, project or assignee), When the adjustment is made, Then the heatmap refreshes in real-time without requiring a manual reload.
Empty Result Handling
Given the user applies a combination of filters that yields no matching tasks, When the filters are applied, Then the heatmap displays a ‘No Data Available’ message and hides any previous task data.
Individual Filter Clearing
Given the user clears one of the applied filters while others remain selected, When the filter is removed, Then the heatmap updates to reflect tasks matching the remaining filters within 500ms.
Filter Persistence Across Sessions
Given the user returns to the heatmap view within the same session, When they navigate back without manually changing filters, Then the previously applied filter combination remains active and the heatmap displays the corresponding data.
Save and Load Filter Presets
"As a department head, I want to save my preferred filter settings so that I can quickly reapply them without manually selecting criteria each time."
Description

Allow users to save frequently used filter configurations as named presets and reload them with one click, reducing repetitive setup and speeding up routine analyses across recurring review sessions.

Acceptance Criteria
Creating and Naming a New Filter Preset
Given a user configures time range, project, and assignee filters When the user clicks 'Save Preset' and enters a unique preset name Then the system saves the preset with the specified name and displays it in the presets list
Loading a Saved Filter Preset
Given one or more saved presets exist When the user selects a preset from the presets dropdown Then all filter controls update to match the preset and the active preset name is highlighted
Handling Duplicate Preset Names
Given a saved preset name already exists When the user attempts to save a new preset with the same name Then the system displays an error message and prevents saving until a unique name is entered
Overwriting an Existing Preset
Given a saved preset name already exists When the user attempts to save a new preset with the same name and confirms overwrite Then the system replaces the existing preset with the new filter configuration
Persisting Presets Across Sessions
Given the user has saved presets in a previous session When the user logs out and logs back in Then all previously saved presets are available in the presets dropdown

Product Ideas

Innovative concepts that could enhance this product's value proposition.

Bottleneck Buster

Automatically detects recurring task delays across timelines and sends contextual alerts to leads, reducing overdue rates by up to 30%.

Idea

Onboard Express

Launches role-tailored welcome workflows with pre-configured tasks across tools, cutting new hire setup time in half.

Idea

PulsePay Connect

Integrates payment triggers into recurring tasks, auto-invoicing contractors upon task completion to streamline billing.

Idea

Zero-Login Pass

Enables one-click, passwordless team login via secure SSO tokens, reducing login friction and support tickets by 50%.

Idea

Insight Canvas

Paints a visual heatmap of team workload across timelines, spotlighting overloads and balancing assignments in real time.

Idea

Press Coverage

Imagined press coverage for this groundbreaking product concept.

P

TaskPulse Launches Predictive Pulse to Forecast and Prevent Task Delays with AI Precision

Imagined Press Article

San Francisco, CA – 2025-07-06 – TaskPulse, the leading platform for automating recurring task management in remote and hybrid teams, today announced the general availability of Predictive Pulse, an advanced AI-driven forecasting feature that predicts potential task delays before they occur and delivers real-time recommendations to keep projects on track. As organizations grapple with increasingly distributed workforces, the ability to anticipate bottlenecks and reallocate resources proactively has become paramount. Predictive Pulse leverages machine learning models trained on historical task completion data, team workload patterns, and individual performance metrics to generate delay risk scores and trend projections for every task on the visual timeline. Leaders can now see which tasks are at risk of slipping days or weeks ahead of deadlines, and take corrective action before follow-ups or manual reminders are required. “Predictive Pulse represents a significant step forward in operational intelligence for managing recurring workflows,” said Priya Singh, Chief Product Officer at TaskPulse. “Rather than waiting for a deadline to be missed and then scrambling to catch up, team leads can now intervene proactively—reassign tasks, adjust timelines, or allocate additional support—based on data-backed forecasts. This not only preserves project momentum but also reduces stress and administrative overhead for everyone involved.” Key capabilities of Predictive Pulse include: • Delay Risk Scores: Every recurring task is assigned a dynamic risk score that updates in real time, reflecting factors such as current workload, completion history, and task complexity. • Trendline Visualizations: Interactive graphs overlay predictive trendlines directly onto TaskPulse’s timeline view, enabling leaders to see how each team member’s workload is projected to evolve over days or weeks. • Smart Recommendations: When a significant risk of delay is detected, Predictive Pulse generates targeted recommendations—ranging from task reassignments to deadline extensions—to mitigate risk before it materializes. • Scenario Simulation: Integrated with the What-If Simulator, leaders can test hypothetical adjustments (e.g., shifting a task to a different date or redistributing assignments) and instantly view the impact on predicted timelines and risk levels. • Seamless Integration: Predictive Pulse integrates with TaskPulse’s existing Delay Radar and Smart Load Balancer features, ensuring a cohesive experience. Organizations using context-specific escalation paths via Auto-Escalator will automatically receive escalated alerts when risk thresholds are crossed. “Before Predictive Pulse, our team was constantly firefighting missed check-ins and compliance audits,” said Helen Wu, Head of Compliance Operations at FinServe Capital. “Now we identify at-risk tasks up to two weeks early and can reallocate resources or provide support as needed. The result is a 25% reduction in overdue items and far greater confidence across the team.” TaskPulse’s data science team conducted extensive beta testing with over 50 remote and hybrid organizations across technology, finance, and professional services industries. The feedback highlighted improved workload balance, a decrease in manual follow-ups by 40%, and an average timeline variance reduction of 30%. “Predictive Pulse has transformed how we think about recurring tasks,” noted Marco Rios, Agile Coach at DigitalFlow Solutions. “It’s like having a full-time operations analyst embedded in our workflow.” Predictive Pulse is available immediately for all TaskPulse customers on Business and Enterprise plans. Clients can enable the feature with a single toggle in their administrative dashboard and access a dedicated suite of analytics tools for customization. For organizations interested in evaluating Predictive Pulse in their environment, TaskPulse is offering a free 30-day trial through September 2025. About TaskPulse TaskPulse automates recurring task management for remote and hybrid team leads by instantly assigning, reminding, and tracking every task on a visual timeline. By eliminating missed deadlines and tedious follow-ups, TaskPulse delivers crystal-clear accountability and effortless coordination with zero manual hassle. Hundreds of organizations rely on TaskPulse to streamline workflows, optimize resources, and drive continuous improvement. For media inquiries or to schedule a demonstration, please contact: Media Relations TaskPulse, Inc. Email: press@taskpulse.com Phone: +1 (415) 555-0123 Website: www.taskpulse.com

P

TaskPulse Expands ToolLink Integrations with Jira Cloud, Microsoft Teams, and Slack for Seamless Workflow Automation

Imagined Press Article

San Francisco, CA – 2025-07-06 – TaskPulse, the industry leader in automating recurring task management for distributed teams, today unveiled major enhancements to its ToolLink Integrations offering, providing one-click connectors for Jira Cloud, Microsoft Teams, and Slack. These integrations empower team leads to automate task assignment, status updates, and reminders across platforms—bringing end-to-end workflow orchestration without any manual handoffs. By embedding TaskPulse directly within the tools that teams already use daily, the enhanced connectors streamline collaboration, reduce context-switching, and ensure that recurring tasks flow seamlessly through existing processes. Whether assigning sprints in Jira, prompting daily standups in Teams, or sending status reminders in Slack, TaskPulse’s ToolLink integrations eliminate administrative friction and maintain real-time alignment. “Remote and hybrid teams rely on diverse ecosystems of tools to stay productive,” said Miguel Hernández, VP of Engineering at TaskPulse. “Our expanded ToolLink Integrations ensure that recurring workflows—onboarding, audits, invoicing, or compliance checks—unfold naturally within the platforms teams prefer. With minimal configuration, a task created in TaskPulse can trigger notifications in Slack, create sub-tasks in Jira, or post adaptive cards in Teams. The result is a unified task lifecycle that transcends tool boundaries.” Highlights of the new and improved integrations include: • Jira Cloud Connector: Automatically create, update, and link recurring tasks as Jira issues, complete with custom fields, labels, and workflow transitions. TaskPulse can synchronize due dates, assignees, and status changes bidirectionally, ensuring that program managers and developers are always on the same page. • Microsoft Teams Adaptive Cards: Deliver rich, interactive adaptive cards directly within Teams channels or chats. Users can complete, postpone, or comment on tasks without leaving their conversation flow, while TaskPulse tracks responses in real time. • Slack Workflow Actions: Use Slack slash commands and message buttons to assign tasks, request status updates, or escalate overdue items. Automated reminders post to designated channels, and task completions are immediately reflected in TaskPulse’s timeline view. • Centralized Configuration Console: A unified administration panel in TaskPulse’s dashboard guides Implementation Integrators through a step-by-step setup wizard. The QuickStart Wizard automatically detects existing workspaces, requests appropriate permissions, and offers customizable mapping templates for fields and notifications. • Security and Compliance: All integrations adhere to enterprise security standards, leveraging OAuth 2.0, granular permission scopes, and encrypted tokens managed by TaskPulse’s Secure Token Vault. IT administrators can define trusted device profiles and adaptive authentication policies to maintain governance. Early adopters have already seen tangible benefits. “Integrating TaskPulse with Jira and Slack has revolutionized our sprint management,” said Dana Kim, Agile Coach at BrightLogic. “Our recurring backlog grooming and sprint review checklists now run like clockwork. Teams get the prompts where they work, and everything stays synchronized. We’ve cut manual handoffs by 60%.” Global consultancy HarbourEdge implemented the Teams connector to streamline client onboarding. “We deliver adaptive learning modules, compliance trainings, and kickoff surveys directly in Teams,” explained COO Janet Pritchard. “TaskPulse orchestrates the entire experience, and our consulting teams no longer chase down forms or reminders. Client satisfaction scores have jumped 15%.” The enhanced ToolLink Integrations are available immediately to all TaskPulse Business and Enterprise customers. Organizations can enable any combination of connectors through the Connectors tab in the TaskPulse admin console. For those interested in exploring the integration capabilities, TaskPulse is offering a hands-on web seminar series in July, featuring live demos and configuration best practices. About TaskPulse TaskPulse automates recurring task management for remote and hybrid team leads by instantly assigning, reminding, and tracking each task on a visual timeline. By eliminating missed deadlines and tedious follow-ups, TaskPulse delivers crystal-clear accountability and effortless coordination with zero manual hassle. Hundreds of organizations rely on TaskPulse to streamline workflows, optimize resources, and drive continuous improvement. For more information or to register for the integration webinar series, please contact: Integration Services TaskPulse, Inc. Email: integrations@taskpulse.com Phone: +1 (415) 555-0456 Website: www.taskpulse.com/toollink

P

TaskPulse Introduces Zero-Login Pass to Eliminate Password Friction and Boost Team Productivity

Imagined Press Article

San Francisco, CA – 2025-07-06 – TaskPulse, the pioneering platform for recurring task management in remote and hybrid organizations, announced today the launch of Zero-Login Pass, a passwordless authentication solution that allows users to access TaskPulse with a single click. Powered by the new Magic Link Dispatcher and Secure Token Vault, Zero-Login Pass removes the friction of password entry, reduces login-related support tickets by up to 50%, and accelerates daily workflows for teams worldwide. As enterprise security requirements grow and users struggle to remember myriad passwords, friction at the point of login can erode productivity and frustrate end users. Zero-Login Pass addresses these challenges by sending time-limited magic links via email, SMS, or Slack direct message. Once clicked, users are securely authenticated and granted device-specific tokens stored in TaskPulse’s encrypted Secure Token Vault, enabling seamless, instantaneous access across desktop, mobile, and browser sessions. “Password fatigue is a productivity killer,” said Lara Bennett, Chief Technology Officer at TaskPulse. “Our Zero-Login Pass solution strikes the balance between security and convenience. Users get a frictionless sign-in experience, while IT retains enterprise-grade controls through adaptive authentication policies and device trust profiles. This feature is a game changer for organizations that prioritize both user satisfaction and robust security postures.” Key features of Zero-Login Pass include: • Magic Link Dispatcher: Configure delivery channels, expiration windows, and branded messaging for magic links. Users can choose their preferred method—email, SMS, or Slack DM—ensuring flexibility and accessibility. • Secure Token Vault: Encrypted SSO tokens are stored securely on trusted devices, refreshing in the background to maintain uninterrupted sessions without exposing sensitive credentials. • Device Trust Profiles: IT administrators can designate approved corporate or personal devices as “trusted,” extending session lifetimes on recognized endpoints and triggering stepped-up authentication only on new or untrusted devices. • Adaptive Authenticator Integration: Zero-Login Pass works in concert with TaskPulse’s risk-based authentication engine, requiring additional verification only when contextual factors—geolocation, IP address anomalies, or device fingerprints—indicate potential risk. • Session Continuity Shield: Users enjoy persistent sessions across devices and browsers. Switching from a laptop to a mobile device or refreshing a browser window retains context and eliminates repeated login prompts. According to an internal analysis, TaskPulse clients who piloted Zero-Login Pass experienced a 45% drop in password-related helpdesk inquiries and a 30% increase in daily active logins—underscoring the impact of reduced friction on user engagement. One early adopter, Peak Strategy Group, rolled out Zero-Login Pass to its 200 consultants. “We used to spend over an hour a week resetting forgotten passwords,” said CIO Marcus Lee. “With TaskPulse’s passwordless login, our team saves that time and jumps straight into work. The transition was seamless, and our IT team loves the security controls.” Zero-Login Pass is available today to all TaskPulse customers on Professional, Business, and Enterprise plans. Implementation Integrators can activate the feature via the Security Settings tab and configure policies in minutes. In addition, TaskPulse is offering a complimentary deployment support package for enterprise clients to ensure rapid adoption. About TaskPulse TaskPulse automates recurring task management for remote and hybrid team leads by instantly assigning, reminding, and tracking every task on a visual timeline. By eliminating missed deadlines and tedious follow-ups, TaskPulse delivers crystal-clear accountability and effortless coordination with zero manual hassle. Hundreds of organizations worldwide trust TaskPulse to streamline their workflows, secure their operations, and optimize team performance. For further information or to schedule a demonstration, please contact: Security and IT Relations TaskPulse, Inc. Email: security@taskpulse.com Phone: +1 (415) 555-0789 Website: www.taskpulse.com/zerologin

Want More Amazing Product Ideas?

Subscribe to receive a fresh, AI-generated product idea in your inbox every day. It's completely free, and you might just discover your next big thing!

Product team collaborating

Transform ideas into products

Full.CX effortlessly brings product visions to life.

This product was entirely generated using our AI and advanced algorithms. When you upgrade, you'll gain access to detailed product requirements, user personas, and feature specifications just like what you see below.

Start creating for free