Team Productivity Software

Looply

Turn teamwork into daily wins

Looply streamlines recurring task management for startup team leads in fast-paced remote environments by automating assignments, reminders, and progress tracking within Slack. Its playful streak dashboard transforms overlooked routines into visible wins, cutting missed tasks by 42% and building real accountability without spreadsheets or extra tools—so teams achieve momentum, not chaos.

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Looply

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 small team worldwide to achieve extraordinary reliability and momentum through effortless, joyful routine mastery.
Long Term Goal
By 2028, empower 10,000 startup teams worldwide to achieve 90% recurring task completion, fueling a new standard of reliability, momentum, and accountability in remote teamwork.
Impact
Reduces missed recurring tasks by 42% within three months for remote startup teams, enabling team leads to achieve consistent accountability and saving an average of six hours per month previously lost to tracking routines, while increasing routine completion rates and overall team morale.

Problem & Solution

Problem Statement
Startup team leads in fast-paced remote environments struggle to track and enforce recurring tasks, as generic project tools and spreadsheets lack automated reminders, seamless Slack integration, and motivating accountability features needed for consistent, reliable team routines.
Solution Overview
Looply automatically assigns and tracks recurring tasks right inside Slack, sending real-time reminders and visualizing team progress on a playful streak dashboard. This eliminates forgotten routines and scattered spreadsheets, making team accountability and momentum effortless and visible for fast-moving startup leads.

Details & Audience

Description
Looply empowers small startup teams to conquer recurring task chaos with effortless, automated tracking. Team leads gain crystal-clear accountability as Looply assigns, reminds, and visualizes progress—all right within Slack. No more spreadsheet headaches or missed routines: Looply’s playful streak-tracking dashboard turns routine teamwork into a motivating, visible momentum builder that teams actually enjoy using.
Target Audience
Startup team leads (25-40) craving seamless accountability for recurring tasks within fast-moving remote teams.
Inspiration
During a midnight Slack huddle, a flurry of apologies filled the chat—reminders missed, social posts forgotten, backups delayed. One weary team lead scrolled through cluttered spreadsheets, searching for what slipped through. In that frustrated silence, the vision for Looply was born: an effortless way to keep routines on track and transform overlooked teamwork into small, motivating victories everyone could celebrate.

User Personas

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

P

Precision Priya

- Age 32, female, software engineering lead at growth-stage startup - Master’s in computer science from top university - $120K annual salary at a remote-first firm - Oversees an 8-member cross-functional squad - Based in UTC+5:30 timezone

Background

Raised in agile-focused tech environments, Priya started as a junior developer, noticing recurring maintenance tasks frequently slip. She pursued process optimization training and championed internal tools to automate manual checklists, shaping her obsession with precision and error reduction.

Needs & Pain Points

Needs

1. Automated scheduling of complex engineering tasks 2. Clear audit trail for maintenance assignments 3. Seamless integration with CI/CD pipelines

Pain Points

1. Untracked code review tasks causing delays 2. Manual assignment errors leading to merge conflicts 3. Sprints derailed by forgotten maintenance chores

Psychographics

- Thrives on systematic, error-free workflows - Values data-driven process improvements - Prefers detailed documentation over ambiguity

Channels

1. Slack primary workspace 2. GitHub notifications integration 3. Jira automated reminders 4. Email daily summary 5. LinkedIn professional updates

D

Delegation Dan

- Age 29, male, product manager at a SaaS startup - Bachelor’s in business administration; MBA candidate - $95K salary plus equity stake - Manages 10 cross-functional team members - Based in PST timezone

Background

Started career in consultancy, manually chasing stakeholders for status updates. Frustrated by missed deliverables, he sought automation tools to streamline team coordination, leading him to champion Looply’s delegation features.

Needs & Pain Points

Needs

1. Fast setup for recurring stakeholder reminders 2. Easy visibility on delegated task progress 3. Quick rescheduling of postponed assignments

Pain Points

1. Time lost chasing status updates 2. Tasks overlooked when team scales up 3. Manual follow-ups clog calendar invites

Psychographics

- Driven to maximize team productivity levels - Seeks work-life balance through automation - Believes in empowering others via delegation

Channels

1. Slack direct messages 2. Trello board notifications 3. Email automated digests 4. Zoom calendar reminders 5. Twitter industry conversations

C

Collaboration Claire

- Age 34, female, project lead in digital agency - MBA in marketing; pivoted to project management - $85K salary plus performance bonus - Leads stakeholders across four departments - Located in GMT+1 timezone

Background

Claire’s early design consultancy roles exposed her to siloed teams and missed deadlines. She implemented cross-team checklists and playful accountability rituals, driving her passion for tools like Looply to harmonize diverse collaborators.

Needs & Pain Points

Needs

1. Unified task visibility across departments 2. Automated reminders for handoff deadlines 3. Quick status syncs without extra meetings

Pain Points

1. Misaligned deadlines across teams causing delays 2. Asset reviews bouncing in email chains 3. Lack of centralized collaboration tracker

Psychographics

- Values transparent cross-team communication - Enjoys orchestrating synchronized workflows - Dislikes information silos and delays

Channels

1. Slack shared channels 2. Asana project integrations 3. Email summary reports 4. Microsoft Teams stakeholder groups 5. Zoom for quick check-ins

L

Learning Larry

- Age 41, male, corporate learning and development manager - Master’s in organizational psychology - $110K salary at a mid-size firm - Oversees training for 200+ employees - Based in EST timezone

Background

After designing workshops manually, Larry faced low participation and inconsistent follow-through. He piloted Looply for weekly micro-learning prompts, boosting engagement and inspiring his commitment to playful training automation.

Needs & Pain Points

Needs

1. Scheduled micro-learning reminders for employees 2. Clear tracking of training completion trends 3. Gamified streaks for learner motivation

Pain Points

1. Employees skipping training modules inconsistently 2. Manual tracking spreadsheets causing data errors 3. Low visibility on learning progress

Psychographics

- Believes in continuous employee growth culture - Motivated by boosting learning engagement - Focuses on measurable skill progression

Channels

1. Slack channels for learning 2. LMS email notifications 3. Microsoft Teams group chats 4. LinkedIn Learning integrations 5. Internal intranet dashboard

C

Compliance Carly

- Age 38, female, compliance officer at fintech startup - Juris Doctor degree; certified compliance professional - $130K salary at Series B company - Manages legal tasks across product teams - Located in UTC-4 timezone

Background

With a legal background, Carly endured last-minute audit scrambles due to missing documents. She sought automation to enforce routine compliance checks, leading her to adopt Looply as a digital audit assistant.

Needs & Pain Points

Needs

1. Automated regulatory checklist schedules 2. Immutable audit logs for each task 3. Transparent deadlines with escalation paths

Pain Points

1. Missing documents causing audit fines 2. Manual reminders leading to oversight 3. Spreadsheet errors compromising compliance data

Psychographics

- Passionate about risk mitigation and accuracy - Values regimented, traceable processes - Avoids surprises in audit schedules

Channels

1. Slack compliance channels 2. Email escalation alerts 3. GSuite calendar reminders 4. Confluence documentation links 5. Zoom audit review meetings

Product Features

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

Actionable Alerts

Embed quick-action buttons within the spotlight message so users can snooze, reassign, or mark tasks complete directly in Slack. This turns passive notifications into proactive steps, reducing friction and speeding up streak recovery.

Requirements

Quick Actions Button UI
"As a remote team lead, I want to see clearly labeled action buttons right in my Slack notification so that I can address tasks immediately without navigating away."
Description

Design and implement a compact, responsive button panel within the Slack spotlight message, hosting snooze, reassign, and complete controls. The UI must adhere to Slack’s Block Kit guidelines, render seamlessly across desktop and mobile clients, and visually emphasize each action to reduce user hesitation. This toolbar transforms passive notifications into interactive elements, driving faster task resolutions and boosting overall engagement without disrupting the existing Looply interface.

Acceptance Criteria
Desktop Rendering Validation
Given the spotlight message appears in Slack’s desktop client, when the Quick Actions panel loads, then the snooze, reassign, and complete buttons are rendered side-by-side with correct dimensions (minimum 88x40 px), labels fully visible, and no text overlap or truncation.
Mobile Rendering Validation
Given the spotlight message appears in Slack’s mobile client, when the Quick Actions panel loads, then the buttons adapt responsively (stack vertically or resize) to fit within the viewport, remain tappable (minimum 44x44 px touch target), and maintain label readability.
Action Buttons Functionality
Given a user clicks the snooze, reassign, or complete button, when the button is activated, then the corresponding action is triggered within 2 seconds, a confirmation appears in Slack (e.g., “Task snoozed for 1 hour”), and the task state is updated in Looply.
Slack Block Kit Compliance
Given the Quick Actions panel uses Slack Block Kit, when the message payload is validated by Slack’s API, then no Block Kit errors are returned, all elements conform to Slack’s Block Kit guidelines, and the message successfully posts.
Visual Emphasis Clarity
Given the Quick Actions panel is displayed, when viewed by a user, then each button uses distinct colors and icons (snooze: yellow/clock, reassign: blue/user, complete: green/check), meets a contrast ratio of at least 4.5:1 for text/icon, and follows specified spacing in the design spec.
No Disruption to Existing Interface
Given the Quick Actions panel is added to the spotlight message, when rendering in both desktop and mobile, then existing message sections remain unaltered, no layout shifts occur, and no content is hidden or overlapped by the new buttons.
Snooze Action Handling
"As a busy team member, I want to snooze a task reminder directly from Slack so that I can handle it at a more convenient time without losing track of my streak."
Description

Develop backend logic and Slack integration to support a snooze action that delays a spotlight alert for a user-defined interval. Inputs from the Block Kit button trigger a service endpoint, updating the task’s next reminder timestamp. The system must confirm the snooze via an updated Slack message and adjust streak calculations to avoid penalizing users during the snooze period.

Acceptance Criteria
Quick snooze selection
Given a spotlight alert is delivered in Slack When the user clicks the “Snooze” button for a predefined 10-minute interval Then the system updates the task’s next reminder timestamp to 10 minutes from now And sends an updated Slack message confirming the new reminder time
Custom snooze interval confirmation
Given a spotlight alert in Slack When the user enters a valid custom snooze interval (between 5 minutes and 24 hours) and submits Then the system accepts the interval And updates the task’s next reminder timestamp accordingly And sends a confirmation message in Slack displaying the chosen snooze duration and new reminder time
Streak calculation during snooze
Given a user has snoozed a task When the streak calculation process runs before the new reminder time Then the system does not mark the task as missed And maintains the user’s current streak count
Slack message update after snooze
Given the user snoozes a spotlight alert When the snooze request is processed successfully Then the original Slack message is updated to reflect the snooze status and new reminder time And all quick-action buttons (snooze, reassign, complete) remain available
Invalid snooze interval handling
Given a user enters an invalid snooze interval (less than 5 minutes or more than 24 hours) When the user submits the interval Then the system rejects the request And sends an ephemeral error message in Slack explaining valid snooze ranges
Reassign Action Handling
"As a team lead, I want to reassign a missed task straight from the alert so that I can maintain momentum and ensure responsibilities are clear without leaving Slack."
Description

Implement functionality enabling users to reassign a task directly from the Slack alert. Selecting the reassign button opens a lightweight user picker dropdown; upon selection, the backend updates task ownership and sends a confirmation message to both the original and new assignees. This feature ensures accountability while keeping the reassignment workflow contained within Slack, eliminating context switching.

Acceptance Criteria
Reassign Button Initiates User Picker
Given a user receives a task alert in Slack, when they click the “Reassign” button, then a user picker dropdown appears within 2 seconds.
User Selection Updates Task Ownership
Given the user picker is visible, when a user is selected, then the selected user becomes the new assignee in the backend within 5 seconds and the task ownership record is updated.
Confirmation Messages Sent to Both Parties
Given a reassignment is successful, when the backend confirms the update, then Slack sends a confirmation message to both the original and new assignees within 3 seconds.
Error Handling for Invalid User Selection
Given an invalid user selection (e.g., deactivated account), when the user attempts to confirm, then an error message is displayed and no reassignment occurs.
Picker Closes After Successful Reassignment
Given the confirmation messages are sent, when reassignment completes, then the user picker dropdown closes automatically.
Mark Complete Action Handling
"As a user, I want to mark a task complete from the Slack notification so that I can quickly log progress and keep my streak intact."
Description

Enable instantaneous task completion from the Slack spotlight by wiring the complete button to invoke the Looply API. Upon click, the action should validate the user’s permission, update the task status in the database, recalculate streak metrics, and send a confirmation ephemeral message. This tight feedback loop encourages prompt task closure and accurate progress tracking.

Acceptance Criteria
Task Owner Completes Task from Spotlight
Given a user with valid permissions sees a pending task in Slack Spotlight When they click "Complete" Then the Looply API endpoint /tasks/{id}/complete is invoked and returns HTTP 200
Unauthorized User Attempts Completion
Given a user without permission views a complete button When they click the button Then the API returns HTTP 403 and Slack displays an ephemeral error message about insufficient permissions
Task Status Updates in Database
Given the Looply API processes a valid completion request When the database update runs Then the task record’s status is set to "completed" and the completed_at timestamp is recorded
Streak Metrics Recalculation
Given a task marked complete triggers streak logic When the completion is recorded Then the user’s current streak metrics are recalculated, stored, and reflect the new streak count
Confirmation Ephemeral Message Delivery
Given a task completion is successful When processing finishes Then Slack sends an ephemeral confirmation message to the user including the task name within 3 seconds
Real-Time Status Synchronization
"As a stakeholder, I want immediate reflection of actions in Looply so that dashboards and reminders remain accurate without manual refresh."
Description

Ensure all quick-action interactions—snooze, reassign, complete—are reflected in both Slack UI and Looply’s backend in real time. Utilize webhooks or socket connections to push status updates to the streak dashboard and other dependent services. This synchronization prevents state mismatches, guarantees data consistency, and upholds user trust in the system’s reliability.

Acceptance Criteria
Snoozing a Task via Slack Quick-Action
Given the user clicks the snooze button on a spotlight message in Slack, When the action is received by the system, Then the backend updates the task’s due timestamp by the predefined snooze interval and the Slack UI button label changes to “Snoozed” within 2 seconds.
Reassigning a Task via Slack Quick-Action
Given the user selects “Reassign” and chooses a new assignee from the dropdown, When the action is confirmed, Then the backend records the new assignee, updates the task owner field, and the Slack UI reflects the new assignee name in the spotlight message within 2 seconds.
Completing a Task via Slack Quick-Action
Given the user clicks the “Complete” button on a spotlight message, When the system processes the completion request, Then the backend marks the task as complete, the Slack spotlight message updates to show a completed state, and the task is removed from the active list on the streak dashboard within 2 seconds.
Handling Network Interruption During Action
Given a transient network failure occurs while a quick-action is triggered in Slack, When the system cannot immediately reach the backend, Then the Slack UI displays an error notification, queues the action locally, and automatically retries once connectivity is restored, completing the action within 5 seconds of reconnection.
Dashboard Reflects Real-Time Updates
Given any quick-action (snooze, reassign, complete) executed in Slack, When the action is processed by Looply’s backend, Then the streak dashboard updates the task status in real time without manual refresh, displaying the latest state within 3 seconds.

Priority Pulse

Color-code and rank at-risk streaks based on impact, deadline proximity, or custom priority tags. Teams can instantly identify high-stakes routines and focus their efforts where they matter most.

Requirements

Custom Priority Tag Configuration
"As a team lead, I want to define custom priority tags so that I can label routines according to my team's unique priorities."
Description

Enable team leads to create, edit, and assign custom priority tags with configurable labels and weightings. Integrates with streak metadata and feeds into the risk scoring algorithm. Improves flexibility by allowing teams to define their own priority taxonomy and ensures context-specific prioritization.

Acceptance Criteria
Creating a New Priority Tag
Given I am a team lead on the Priority Tags settings page When I enter a unique tag label 'High Impact', choose a color from the palette, assign a weight of 8, and click 'Save' Then the new tag 'High Impact' appears in the list with the selected color and weight And the tag is available in the custom priority dropdown when creating or editing a streak
Editing an Existing Priority Tag
Given I am a team lead viewing existing priority tags When I select the 'Medium' tag and change its label to 'Moderate', update the weight to 5, and click 'Update' Then the tag label updates to 'Moderate' and weight to 5 in the tag list And all streaks using this tag reflect the updated label and weight in their risk score
Assigning Priority Tags to Streaks
Given I am configuring a streak When I open the priority tag dropdown and select a custom tag 'Critical' Then the selected tag is attached to the streak metadata And the streak's risk score recalculates using the custom tag's weight
Handling Duplicate Tag Labels
Given I am attempting to create a new tag with a label that already exists When I enter the duplicate label and click 'Save' Then the system displays a validation error 'Tag label must be unique' And prevents the tag from being saved
Deleting a Priority Tag
Given I am a team lead on the Priority Tags settings page When I click the delete icon next to the 'Low Priority' tag and confirm deletion Then the 'Low Priority' tag is removed from the tag list And any streaks previously assigned this tag revert to the default priority tag
At-Risk Scoring Engine
"As a team lead, I want the system to automatically score streaks so that I can quickly identify routines that are most at risk of being missed."
Description

Implement a scoring engine that calculates an at-risk score for each streak based on factors such as deadline proximity, impact level, and custom priority tags. Scores should update in real time and feed into the dashboard's visual prioritization. Ensures objective ranking of routines and highlights those in need of immediate attention.

Acceptance Criteria
Upcoming Deadline Triggers Higher Risk
Given a streak with a deadline 24 hours away, impact level set to high, and custom priority tag 'Urgent' When the scoring engine calculates the at-risk score Then it returns a score ≥ 85 reflecting deadline proximity, high impact, and tag weight
Real-Time Score Updates on Attribute Change
Given an existing streak displayed in the dashboard When the user updates its impact level from low to high Then the at-risk score updates immediately and the new score is visible without page refresh
Custom Tag Weight Adjustment
Given a streak tagged with a custom priority tag 'Compliance' assigned weight 3 When the engine computes the at-risk score Then the tag contributes exactly 3×base weight to the final score calculation
Dashboard Prioritization Display
Given multiple streaks with varied at-risk scores When the dashboard loads or refreshes Then streaks are sorted in descending order by at-risk score and color-coded according to risk thresholds
Default Values Handling
Given a streak missing an explicit impact level or priority tag When the scoring engine runs Then it uses default medium impact and zero tag weight to calculate an at-risk score
Color-Coded Dashboard View
"As a user, I want to see streaks color-coded by risk level so that I can prioritize my focus instantly."
Description

Design and implement a dashboard view that applies distinct color codes (e.g., red, yellow, green) to streak cards based on their at-risk scores. Colors should be accessible for users with visual impairments and consistent across all views. Enhances at-a-glance identification of critical tasks and supports rapid decision-making.

Acceptance Criteria
Identifying Overdue Streaks on the Dashboard
Given a streak with an at-risk score exceeding the high-risk threshold and its deadline has passed, When the dashboard is viewed, Then the streak card must display with a red background color.
Assessing Upcoming Deadlines
Given a streak due within the next 24 hours with a medium-risk at-risk score, When the dashboard is viewed, Then the streak card must display with a yellow background color.
Custom Priority Tag Visualization
Given a streak tagged with a custom high-priority label, When the dashboard is filtered by that tag, Then the streak card must display with the user-defined color consistent with the tag’s settings.
Color Accessibility Mode
Given a user has enabled color-blind accessibility settings, When viewing the dashboard, Then all red, yellow, and green color codes are replaced with distinct, high-contrast patterns and labels.
Consistent Color Application Across Views
Given any dashboard view (list, grid, or detailed), When a streak’s at-risk score changes category, Then the color code on the streak card updates consistently across all views within 2 seconds.
Priority Sorting and Filtering
"As a user, I want to filter and sort my streaks by risk level and deadline so that I can concentrate on the highest-priority tasks first."
Description

Add sorting and filtering controls to the streak dashboard, enabling users to order streaks by at-risk score, deadline proximity, or custom tags. Supports multi-select filtering and persists preferences per user session. Facilitates efficient task management by allowing users to narrow down to the most urgent routines.

Acceptance Criteria
Sorting Streaks by At-Risk Score
Given a user is viewing the streak dashboard When the user selects “Sort by At-Risk Score” from the sorting controls Then the streaks are reordered in descending order of their at-risk scores
Filtering Streaks by Deadline Proximity
Given a user is viewing the streak dashboard When the user applies the “Deadline Proximity” filter set to “Next 7 days” Then only streaks with deadlines within the next 7 days are displayed
Filtering Streaks by Custom Tags
Given a user has assigned custom tags to streaks When the user selects one or more tags in the filter panel Then only streaks matching any of the selected tags are shown
Applying Multi-Select Combined Filters
Given a user needs to narrow down at-risk routines When the user selects multiple filters (e.g., At-Risk Score “High” and Deadline Proximity “Next 3 days”) Then the dashboard displays only streaks matching all selected criteria
Persisting User Sort and Filter Preferences
Given a user customizes sorting and filtering options When the user refreshes or returns to the dashboard in a new session Then the previously applied sort order and filters are automatically reapplied
At-Risk Notification Alerts
"As a team member, I want to receive Slack alerts for high-risk streaks so that I can take corrective action before a routine fails."
Description

Configure Slack-based notification alerts triggered when streaks cross predefined risk thresholds. Notifications should include streak details, risk score, and direct action links. Users can customize threshold levels and notification frequency. Proactively keeps the team informed and reduces missed routines.

Acceptance Criteria
Default Risk Threshold Alert
Given a streak with the default 'at-risk' threshold (missed > 2 days in a 7-day cycle) when the third missed day occurs; When the threshold is crossed; Then a Slack notification is sent to the configured channel within 5 minutes containing the streak name, current risk score, number of missed days, and a 'View Details' link.
Custom Risk Threshold Configuration
Given a user sets a custom risk threshold (e.g., missed > 1 day in a 7-day cycle); When any streak crosses this custom threshold; Then the system sends a Slack notification reflecting the custom threshold values, displays the updated risk score, and includes an 'Adjust Threshold' link.
Notification Frequency Compliance
Given a user configures notification frequency to 'Daily Summary' at 6 PM; When multiple streaks become at-risk within that 24-hour period; Then the system aggregates these into a single Slack message delivered at 6 PM, listing each at-risk streak with risk score, days missed, and action links.
Actionable Alert with Direct Links
Given an at-risk notification is received in Slack; When the user clicks any included action link; Then the user is directed to the Looply streak detail view in Slack with options to 'Mark Complete', 'Extend Deadline', or 'Reassign Owner'.
High-Risk Streak Escalation
Given a streak crosses a high-risk threshold (missed > 3 days in a 7-day cycle); When the alert is triggered; Then the system escalates the notification via Slack direct message to both the streak owner and the team lead, including the risk score, missed days count, and a 'Request Assistance' link.

Trend Tracker

Include a mini chart alongside each streak summary showing performance over time. Users gain context on their progress, spot patterns early, and make data-driven decisions to sustain momentum.

Requirements

Historical Streak Data API
"As a team lead, I want to fetch historical streak data so that I can visualize performance trends over specific time periods."
Description

Develop a secure, well-documented API endpoint that retrieves historical streak performance data for each recurring task over configurable time ranges (e.g., last 7, 30, 90 days). The endpoint must authenticate via existing Slack user tokens, support pagination, and return data in a format optimized for charting. This functionality ensures that the Trend Tracker has reliable, up-to-date data to visualize task performance over time.

Acceptance Criteria
Retrieve Historical Streak Data with Default Time Range
Given a valid Slack user token and no custom time range specified, When the client calls the /historical-streak-data endpoint, Then the API responds with HTTP 200 and returns JSON containing daily streak counts for the last 7 days.
Retrieve Historical Streak Data with Custom Time Range
Given a valid Slack user token and specified start_date and end_date parameters, When the client calls the /historical-streak-data endpoint, Then the API responds with HTTP 200 and returns JSON containing daily streak counts within the specified range.
Authentication Failure with Invalid Token
Given an invalid or expired Slack user token, When the client calls the /historical-streak-data endpoint, Then the API responds with HTTP 401 Unauthorized with an error message indicating authentication failure.
Pagination of Historical Streak Data
Given a valid Slack user token and pagination parameters page and limit, When the client calls the /historical-streak-data endpoint, Then the API responds with HTTP 200 and returns the correct subset of data along with pagination metadata (total_pages, current_page, per_page).
Data Format Conforms to Charting Requirements
Given a valid Slack user token and any valid time range, When the client calls the /historical-streak-data endpoint, Then each data point in the response contains a date in ISO 8601 format and a count as an integer, sorted in chronological order.
Handling Empty Data for Zero Activity Periods
Given a valid Slack user token and a time range with no recorded streaks, When the client calls the /historical-streak-data endpoint, Then the API responds with HTTP 200 and returns either an empty data array or entries with count zero for each day in the range.
Data Aggregation & Transformation Service
"As a dashboard user, I want the system to preprocess my streak data so that the Trend Tracker charts display accurate and actionable trends without delays."
Description

Implement a background service that aggregates raw streak completion logs into daily performance metrics (e.g., counts, percentages), transforms them into time-series data points, and stores them in a fast-access cache or database. The service should run at defined intervals and handle data normalization, gap filling, and rolling averages to deliver smooth, consistent input for chart rendering.

Acceptance Criteria
Daily Aggregation Job Execution
Given the service runs at 2 AM UTC daily, when logs from the previous day are available, then it should process all logs within 10 minutes without failures and generate daily counts and percentages for each user and streak type.
Data Normalization and Gap Filling
Given a user's missing log entries over a date range, when the service processes the data, then it should detect gaps and fill missing days with zero counts to maintain a continuous time series.
Rolling Average Calculation
Given daily counts for the past 7 days, when computing the rolling average, then the service should calculate a 7-day simple moving average and store it with two-decimal-place accuracy.
Time-Series Storage in Fast-Access Cache
Given transformed time-series data points, when storing in the cache or database, then each data point should be retrievable within 50 ms for chart rendering queries.
Error Logging and Retry Mechanism
Given a failure during data processing, when an error occurs, then the service should log the error with context, retry processing up to 3 times with exponential backoff, and notify the operations channel if all retries fail.
Mini Chart Rendering Component
"As a remote user, I want to see a mini chart next to each streak summary so that I can quickly understand my performance trends at a glance."
Description

Integrate a lightweight, responsive chart component (e.g., Sparkline) into the streak summary UI within Slack messages and the web dashboard. The component must support rendering small-area charts with configurable colors, line styles, and markers, adapt to various screen sizes, and degrade gracefully if JavaScript is disabled or data is missing.

Acceptance Criteria
Slack Message Mini Chart Display
Given a user triggers the streak summary command in Slack and the Trend Tracker feature is enabled, when the message is posted, then a sparkline mini chart is included with correct data points, configurable colors, line styles, and markers.
Web Dashboard Responsive Chart Rendering
Given a user opens the web dashboard on desktop, tablet, or mobile, when the mini chart component loads, then the chart scales and adapts layout without distortion or loss of clarity.
Configurable Chart Styles Applied
Given an administrator configures chart colors, line styles, and marker shapes in settings, when the mini chart is rendered in any view, then it uses the specified style configurations accurately.
Graceful Degradation Without JavaScript
Given JavaScript is disabled or fails to load, when the dashboard or Slack fallback view is displayed, then a static placeholder or informative message ‘Chart unavailable’ is shown without JavaScript errors.
Missing Data Handling
Given no historical data is available for a streak, when the mini chart attempts to render, then a default ‘No data available’ state is displayed and no runtime errors occur.
Interactive Tooltip & Drill-down
"As a team member, I want to hover over chart points to see precise data so that I can investigate specific performance anomalies."
Description

Add interactive tooltips to the mini chart that display exact values and dates on hover or tap. Include an optional click action that opens a detailed view or modal, showing a full-size chart with extended filters (date range, task type) and insights (moving averages, streak length projections). This feature enhances data exploration and user engagement.

Acceptance Criteria
Tooltip Display on Hover
Given a user hovers over a data point on the mini chart, when the hover action is detected, then an interactive tooltip appears displaying the exact value and date corresponding to that point within 200ms.
Tooltip Content Accuracy
Given a tooltip is displayed for a data point, then the tooltip accurately reflects the underlying data, including the exact value, date, and task label without any discrepancies.
Drill-down Modal Launch
Given a user clicks on a data point or its tooltip, when the click event is registered, then a detailed view modal opens within 400ms, displaying the full-size chart and insights.
Detailed View Filter Functionality
Given the detailed view modal is open, when the user selects a date range or task type filter, then the chart updates to show data matching those filters and displays correct values for the selected parameters.
Insights Calculation Accuracy
Given moving averages and streak length projections are enabled in the detailed view, then the displayed insights match server-side computed values with no more than 0% variance from the source data.
UI Placement & Layout Adjustment
"As a UI designer, I want to integrate the mini chart seamlessly into existing summaries so that the interface remains clean and user-friendly."
Description

Update the streak summary layout in Slack notifications and the web dashboard to accommodate the mini chart without cluttering the interface. Adjust spacing, font sizes, and alignment, ensuring accessibility standards are met. Conduct A/B testing on layout variations to optimize readability and user satisfaction before full rollout.

Acceptance Criteria
Dashboard Mini Chart Placement
Given the web dashboard displays a streak summary, when the mini chart is rendered alongside it, then the chart must appear on the right with 16px horizontal spacing, maintain a minimum width of 100px, and not overlap or truncate any text
Slack Notification Layout
Given a Slack notification contains a streak summary, when the mini chart is included, then the chart must display below the summary header with 8px padding, use the same font size as the summary text (12px), and adapt to preview limits without causing visual overflow
Responsive Design On Mobile
Given a user views the web dashboard on a mobile device (≤480px width), when the layout adjusts, then the mini chart must reposition below the streak summary, remain fully visible, and maintain at least 90% usability score in functional touch tests
Accessibility Compliance Verification
Given the updated layout with mini charts, when evaluated for accessibility, then all text and chart color combinations must meet a 4.5:1 contrast ratio, charts include accessible labels or ARIA descriptions, and navigation order remains logical
A/B Testing Readability Assessment
Given two layout variants (left vs. right chart placement), when A/B testing is run with at least 100 users each, then variant A or B must show at least a 10% higher readability score (measured by user survey and time-to-information metric) before rollout
Caching & Performance Optimization
"As an end user, I want the Trend Tracker charts to load instantly so that I can maintain my workflow without waiting."
Description

Implement client-side and server-side caching strategies for chart data, leveraging CDN and in-memory stores to minimize API calls and reduce latency. Ensure the mini charts load within 200ms under typical network conditions. Monitor performance metrics and set up alerts for degradation, guaranteeing a smooth user experience even under high load.

Acceptance Criteria
Client-Side Cache Hit Scenario
Given a user requests mini chart data that exists in the client-side cache When the request is made under typical network conditions Then the chart renders in under 50ms without additional API calls
Server-Side Cache Hit Scenario
Given a user requests mini chart data not present in client cache but present in server in-memory store When the request is forwarded through CDN Then the chart renders in under 100ms and the response header shows “X-Cache: HIT”
Cache Miss Fallback Scenario
Given a user requests mini chart data that is not in any cache When the system fetches fresh data from the origin API Then the chart renders in under 200ms and the CDN cache and client cache are populated
High Load Stress Scenario
Given 1,000 concurrent users request mini chart data When the system is under peak traffic Then 95% of chart loads complete within 200ms and no request fails
Performance Alert Trigger Scenario
Given chart load latency exceeds 250ms for any 5-minute window When the monitoring service detects degradation Then an alert is sent to the DevOps channel within 1 minute

Custom Cadence

Allow team leads to tailor spotlight delivery frequency—daily, bi-weekly, or monthly—instead of just weekly. This flexibility ensures updates align with team rhythms and urgency levels.

Requirements

Cadence Selection UI
"As a team lead, I want to select a custom spotlight delivery frequency so that updates align with my team's optimal reporting schedule."
Description

Implement an intuitive interface within the Looply settings or Slack modal that enables team leads to choose from multiple spotlight delivery frequencies—daily, bi-weekly, or monthly. The component should clearly display available options, provide tooltip explanations, and integrate seamlessly with the existing design system. This ensures team leads can tailor update cadences to match their team’s workflow without confusion.

Acceptance Criteria
First-Time Cadence Selection
Given a team lead opens the Cadence Selection UI, when the modal loads, then the options Daily, Bi-Weekly, and Monthly are listed alphabetically with corresponding tooltips and Daily is pre-selected by default.
Switching Cadence Mid-Cycle
Given a team lead has an existing cadence set, when they change the selection to Bi-Weekly and save, then the new cadence applies immediately and future reminders follow the Bi-Weekly schedule.
Tooltip Clarity on Hover
Given the cadence options are visible, when the user hovers over any option, then a tooltip appears within 500ms displaying a clear explanation of the selected frequency.
Persistence of Selected Cadence
Given a team lead selects Monthly cadence and closes the modal, when they reopen the settings or access the Slack modal again, then Monthly remains selected as the current cadence.
Design System Compliance
Given the Cadence Selection component is rendered, then all UI elements (dropdown, radio buttons, tooltips) adhere to the design system’s color, typography, spacing, and accessibility guidelines.
Custom Scheduling Engine
"As a team lead, I want the system to trigger spotlights at my chosen intervals so that my team receives reminders exactly when needed."
Description

Extend the backend scheduling engine to support the newly defined cadences by converting UI choices into precise schedule definitions. The system should handle cron expressions or equivalent scheduling logic, respect user timezone preferences, and guarantee reliable trigger execution at the specified intervals.

Acceptance Criteria
Daily Cadence Scheduling
Given a user selects 'Daily' cadence at 09:00 in America/New_York timezone When the schedule is saved Then the system stores a UTC cron expression '0 13 * * *' and triggers the spotlight every day at 09:00 New York time.
Bi-Weekly Cadence Scheduling
Given a user selects 'Bi-Weekly' cadence on Mondays at 10:30 in Europe/Berlin timezone When the schedule is saved Then the system stores a cron definition triggering every 2 weeks on Monday at 08:30 UTC and executes accordingly.
Monthly Cadence Scheduling
Given a user selects 'Monthly' cadence on the first business day at 08:00 in America/Los_Angeles timezone When the schedule is saved Then the system stores a cron expression scheduling the task on the first business day at 15:00 UTC and triggers monthly.
Timezone-Aware Trigger Execution
Given a user has schedules in multiple timezones When the scheduling engine runs Then each trigger executes at the correct local time based on the user's preferred timezone.
Cron Expression Validation
Given a user enters a custom cron expression When saving the schedule Then the system validates the syntax and rejects invalid expressions with a descriptive error message.
Scheduling Engine Reliability
Given a saved schedule When the execution time arrives Then the system enqueues the task within 60 seconds of the expected trigger time for at least 99.9% of occurrences.
Persistence of Cadence Settings
"As a team lead, I want my cadence preferences to be saved and applied automatically so that I don't have to reconfigure settings after changes or outages."
Description

Develop a robust persistence layer to save and retrieve each team’s selected cadence settings. Ensure database schemas and APIs accommodate new cadence fields, maintain data integrity during updates, and allow for real-time retrieval when generating schedules.

Acceptance Criteria
Saving New Cadence Selections
Given a team lead selects a cadence option and submits it, When the save API is called, Then a new record is created in the database with the team ID and correct cadence value.
Updating Existing Cadence Settings
Given a team lead updates their existing cadence, When the update API is invoked, Then the database record for that team is updated with the new cadence without creating duplicate entries.
Retrieving Cadence for Schedule Generation
Given a schedule generation request for a team, When the retrieval API is called, Then the response returns the correct saved cadence value within 200ms.
Handling Invalid Cadence Inputs
Given a team lead submits an unsupported cadence value, When the save or update API processes the request, Then the system returns a 400 Bad Request with an error message indicating invalid cadence.
Default Cadence Fallback
Given a team has no saved cadence setting, When a schedule is requested, Then the system defaults to weekly cadence and returns that value.
Cadence Input Validation
"As a team lead, I want to be prevented from selecting unsupported or conflicting cadences so that the system remains reliable and error-free."
Description

Implement validation rules on the frontend and backend to prevent invalid cadence selections. The system should enforce permitted values, handle edge cases (e.g., bi-weekly selection date alignments), display user-friendly error messages, and log invalid attempts for analytics.

Acceptance Criteria
Frontend Cadence Input Enforcement
Given the user opens the cadence dropdown When they select daily, bi-weekly, or monthly Then the option is accepted and enabled for submission
Backend Cadence Validation API
Given an API request with a cadence value When the value is one of the allowed options Then the server responds with HTTP 200 and saves the setting When the value is invalid Then the server responds with HTTP 400 and an error code 'INVALID_CADENCE'
Edge Case Bi-Weekly Date Alignment
Given the user selects bi-weekly cadence with a start date that falls outside the two-week cycle When the selection is made Then the system displays a prompt to adjust the start date or auto-align to the nearest valid bi-weekly cycle
User-Friendly Error Display
Given the user submits an invalid cadence selection on the frontend When the selection is outside daily, bi-weekly, or monthly Then a clear error message is displayed stating 'Please choose daily, bi-weekly, or monthly cadence'
Logging Invalid Cadence Attempts
Given an invalid cadence selection attempt When the frontend or backend rejects the value Then the system logs user ID, timestamp, attempted value, and error reason to the analytics service
Persisting Valid Selections
Given a valid cadence is submitted When the user navigates away and returns to the settings page Then the previously selected cadence is displayed as the current setting
Slack Notification Delivery
"As a team lead, I want my team to receive spotlight reminders in Slack at the correct cadence so that they stay on track without manual follow-up."
Description

Ensure that once a cadence schedule triggers, Looply sends the spotlight delivery message to the appropriate Slack channel or direct message. Messages should include context about cadence, next delivery date, and a call to action. Integrate with Slack’s API for message formatting and delivery confirmation.

Acceptance Criteria
Daily Cadence Notification Delivery
Given a team lead has configured a daily cadence schedule for Spotlight, When the schedule triggers at the specified daily time, Then Looply sends the Spotlight delivery message to the designated Slack channel or direct message, And the message includes the cadence frequency (‘Daily’), the next delivery date (the following day), and a clear call to action, And Looply receives a 200 OK confirmation from the Slack API indicating successful delivery.
Bi-Weekly Cadence Notification Delivery
Given a team lead has configured a bi-weekly cadence schedule for Spotlight, When the schedule triggers every 14 days at the configured time, Then Looply sends the Spotlight delivery message to the correct Slack channel or DM, And the message clearly states ‘Bi-Weekly’ cadence, calculates and displays the next delivery date (14 days later), and includes a call to action, And the Slack API returns a success response.
Monthly Cadence Notification Delivery
Given a team lead has set a monthly cadence schedule for Spotlight, When the schedule triggers on the configured monthly date and time, Then Looply posts the Spotlight delivery message in the selected Slack channel or DM, And the message indicates ‘Monthly’ cadence, shows the next delivery date (one month ahead), and provides a call to action, And Looply logs the Slack API delivery confirmation.
Direct Message Notification Delivery
Given a team lead selects direct message as the delivery target, When any cadence schedule (daily, bi-weekly, or monthly) triggers, Then Looply sends the Spotlight delivery message as a DM to the specified user, And the message contains the correct cadence label, next delivery date, and a call to action, And the Slack API confirms receipt with a 200 status code.
Message Formatting and Content Validation
Given a cadence-triggered delivery, When Looply constructs the Slack message payload, Then the message uses Slack’s Block Kit format with a header showing cadence frequency, a section for context, a divider, and a section for the next delivery date and call to action, And no formatting or syntax errors occur, And the message renders correctly in Slack as visually structured blocks.
Default Cadence Templates
"As a team lead, I want ready-made cadence templates so that I can quickly set up recurring reminders without manual configuration."
Description

Provide a set of default cadence templates (e.g., weekly, bi-weekly, monthly) that team leads can select instantly. Templates should include preview descriptions and recommended use cases, enabling fast setup and reducing configuration friction for new teams.

Acceptance Criteria
Selecting a Default Template
Given a team lead accesses the custom cadence settings, when they load the default cadence templates list, then weekly, bi-weekly, and monthly templates are displayed as selectable options with title and preview.
Previewing Template Description
Given a team lead hovers over or clicks a template card, when the interaction occurs, then a preview panel displays the template’s description and recommended use cases.
Applying Recommended Use Case Tag
Given a team lead selects a default template, when they confirm their selection, then the system applies a recommended use case tag to the team’s cadence configuration and displays it in the team overview.
Setting Up a New Team with Default Template
Given a new team is created, when the team lead reaches the setup screen, then they are prompted with the default template picker, can view previews, and complete selection within one user flow under 30 seconds without errors.
Editing Default Template Selection Post-Onboarding
Given a team lead returns to cadence settings after initial setup, when they choose a different default template, then the new template replaces the previous one and a confirmation message is sent via Slack within 5 seconds.

Channel Champions

Automatically tag and notify designated streak owners or ‘champions’ for each routine. By spotlighting accountability, teams foster clearer ownership and faster resolution of at-risk tasks.

Requirements

Champion Assignment Setup
"As a team lead, I want to assign a champion for each routine so that there is a clear owner responsible for completing or escalating tasks."
Description

Enables team leads to designate channel champions for each routine within Looply. Provides an intuitive settings interface where champions can be selected per task, ensuring accountability is clearly defined before notifications trigger. Integrates with Slack user directory, validating permissions and linking champions to routines for seamless automation.

Acceptance Criteria
Assign Champion to Routine
Given a team lead navigates to the Champion Assignment Settings for a routine, when they select a valid Slack user as champion and click save, then the routine is updated with the selected champion and a confirmation message appears.
Validate Slack User Permissions
Given a user attempts to select a champion, when the user lacks workspace admin or necessary permissions, then the system disables the selection and displays an authorization error.
Notify Assigned Champion
Given a champion is successfully assigned to a routine, when the assignment is saved, then an automated Slack notification is sent to the champion notifying them of their new responsibility.
Handle Insufficient Permissions Error
Given the system encounters an error retrieving Slack user profile due to insufficient API scopes, when a team lead opens the champion settings, then an error banner describing missing permissions is displayed and assignment is blocked.
Reassign Champion to Routine
Given a routine already has a champion, when a team lead selects a different user and saves, then the previous champion is replaced and notifications about the change are sent to both the old and new champions.
Automated Champion Notification
"As a champion, I want to receive automated Slack notifications for my assigned routines so that I can stay on top of my responsibilities."
Description

Automatically sends direct or channel Slack messages to the designated champion when a routine is due or at-risk. Messages include task details, deadlines, and context to prompt immediate action. Ensures champions receive timely reminders without manual intervention, reducing missed tasks.

Acceptance Criteria
Routine Due Notification Trigger
Given a routine is due within the next 10 minutes, when the scheduled time arrives, then the system sends a direct Slack message to the designated champion containing the task name, due time, and routine context.
At-Risk Task Alert Delivery
Given a routine task is overdue by 1 hour, when the system detects the delay, then a channel message is posted in the routine's channel tagging the champion with task details, overdue duration, and next steps.
Champion Notification Content Accuracy
Given a notification is prepared for a champion, when the message is sent, then it contains the correct task title, deadline timestamp formatted as HH:MM, and the associated project name.
Multiple Champions Handling
Given a routine has multiple champions assigned, when a notification is triggered, then each champion receives an individual direct message with identical task details and deadlines.
Notification Retry on Failure
Given a Slack API failure on initial send, when the system retries up to 3 times at 30-second intervals, then a notification is successfully delivered or an error log is recorded if all retries fail.
Champion Escalation Workflow
"As a team lead, I want overdue routines escalated to backup champions so that critical tasks are not overlooked."
Description

If the champion fails to acknowledge or complete a routine within a configurable timeframe, the system escalates notifications to backup champions or team leads. Provides sequential reminders and escalation alerts to ensure deadlines are met and accountability is enforced.

Acceptance Criteria
Champion Fails to Acknowledge Routine Within SLA
Given a routine task assigned to a champion with a 2-hour acknowledgement SLA, When the champion does not acknowledge the task within 2 hours, Then the system marks the task as unacknowledged, logs the event, and proceeds with the escalation workflow.
Backup Champion Receives Notification After Timeout
Given an unacknowledged routine task after the primary SLA expires, When the system initiates escalation, Then the backup champion receives a Slack notification containing task details and an acknowledgement/action link within 5 minutes of escalation trigger.
Team Lead Escalation Triggered After Backup Champion Fails
Given a backup champion assigned to the same routine task, When the backup champion fails to acknowledge or complete the task within the configured follow-up timeframe, Then the system sends an escalation alert with task context to the team lead and updates the task status to ‘Escalated to Lead’.
Custom Escalation Timeframe Configuration
Given the admin updates the acknowledgement and follow-up timeframes in the workflow settings, When a new routine is assigned, Then the system applies the configured timeframes to the escalation workflow and reflects the updated values in the task metadata.
Sequential Escalation Order Maintained
Given multiple escalation levels defined (backup champions and team leads), When the primary champion misses the SLA, Then notifications are sent strictly in the defined order—first to backup champions sequentially, then to team leads—and no later recipient is notified before the previous level’s timeout.
Champion Visibility Dashboard
"As a team member, I want to see who the champion is and their progress on routines so that I understand responsibilities and can collaborate effectively."
Description

Highlights champion assignments and their completion status on Looply’s streak dashboard. Displays champion avatars, upcoming routines, and completion progress in a dedicated view to increase transparency and motivate ownership.

Acceptance Criteria
Champion Avatars Display
Given the user opens the Champion Visibility Dashboard When the dashboard loads Then each champion’s avatar is displayed next to their assigned routine with correct image resolution and tooltip showing the champion’s name
Upcoming Routines List
Given the Champion Visibility Dashboard is visible When a user views the routines section Then the next three upcoming routines are listed in chronological order with date, time, and assigned champion
Completion Progress Indicator
Given one or more routines have partial or full completion When the dashboard renders Then each routine shows a progress bar reflecting the percentage of completed tasks and updates accurately when tasks are marked complete
Real-time Dashboard Refresh
Given a routine’s completion status changes in Slack When the change is recorded by Looply Then the Champion Visibility Dashboard refreshes within 5 seconds to display the updated status without requiring a manual page reload
Champion Notification Link
Given a user clicks on a champion’s avatar in the dashboard When the link is activated Then the user is redirected to a direct message thread with Looply in Slack pre-populated with the routine context
Champion Acknowledgement Tracking
"As a product manager, I want to track how champions respond to their assignments so that I can measure engagement and optimize processes."
Description

Tracks and logs champion interactions with notifications, including acknowledgements and task updates. Provides metrics on response times, completion rates, and engagement to help teams assess accountability performance over time.

Acceptance Criteria
Champion Acknowledges Task Notification
Given a champion receives a notification for a new routine task in Slack, When the champion clicks the 'Acknowledge' button within 10 minutes of the notification, Then the system logs an acknowledgement event with the correct timestamp and updates the dashboard metrics accordingly.
Champion Updates Task Status
Given a champion has acknowledged a task, When the champion posts a status update (e.g., 'In Progress', 'Completed') through the Slack action menu, Then the system logs the update, associates it with the correct task and champion, and reflects the change in the streak dashboard.
Response Time Metrics Are Accurate
Given multiple acknowledgement events with timestamps, When computing average response time over a 7-day period, Then the system calculates and displays the correct average response time metric on the reporting dashboard.
Completion Rate Metrics Are Accurate
Given a dataset of tasks assigned and completed by champions during a reporting period, When calculating completion rate, Then the system divides the number of completed tasks by total assigned tasks and displays the completion rate percentage with no rounding errors.
Engagement Metrics Reflect User Interactions
Given champions interact with notifications (acknowledgements, updates) across multiple routines, When generating engagement reports, Then the system aggregates and displays metrics such as total acknowledgements, updates, and active champions for the selected period.

Instant Routine Builder

Generate complete recurring task sequences with a single click by analyzing your team’s past activities. This feature slashes setup time and ensures new routines mirror proven workflows, empowering Integration Initiators to kick off processes in seconds.

Requirements

Historical Activity Ingestion
"As an Integration Initiator, I want the system to ingest historical team activity data so that the Instant Routine Builder can base routine templates on proven workflows."
Description

The system must analyze and import past Slack and Looply activity logs, extracting relevant tasks, assignments, and timing data to feed the Instant Routine Builder. This includes integration with Slack APIs, data normalization, storage in a structured format, and scheduling for periodic updates. The ingested data ensures that generated routines reflect real team workflows and maintain accuracy over time.

Acceptance Criteria
Bulk Historical Slack Log Ingestion
Given valid Slack API credentials and a defined date range, when the ingestion process runs, then all messages and attachments within that range are fetched and stored in the raw data repository without data loss. Given Slack rate limits are reached, when retries occur, then the system retries up to three times with exponential backoff and logs each retry. When ingestion completes, then the total record count in the raw data repository matches the count reported by the Slack API for the specified period.
Automated Data Normalization
Given raw Slack and Looply logs are available, when the normalization job runs, then timestamps are converted to UTC, user IDs are mapped to user profiles, and message content is parsed into task fields. When invalid or missing fields are detected during normalization, then records are flagged for review and stored in an exception log. When normalization completes, then 100% of valid records conform to the defined schema without validation errors.
Error Handling for Incomplete Logs
Given incomplete or malformed log entries are encountered, when the ingestion or normalization process runs, then those entries are skipped and detailed error messages are recorded in the error log. When error thresholds exceed 5% of records in a single run, then the job fails gracefully, sends an alert to the integration initiator, and does not commit partial data.
Scheduled Incremental Updates
Given a configured update schedule, when the incremental ingestion job executes, then only new or modified Slack and Looply logs since the last successful run are fetched and processed. When the incremental update completes, then the combined dataset reflects all historical data plus the new entries, with no duplicates. When an update job fails, then it retries according to the backoff policy and alerts the team if it remains unsuccessful after three attempts.
Task and Assignment Mapping Verification
Given normalized data is available, when the mapping engine runs, then each log entry is correctly transformed into task definitions with assigned users and timestamps. When mapping conflicts occur (e.g., multiple assignees or unclear timing), then the system applies predefined resolution rules and flags any unresolved records. When mapping completes, then generated task entities match at least 98% of historical assignments and timings validated against a sample dataset.
Routine Template Generation Engine
"As an Integration Initiator, I want the system to automatically generate routine templates based on past activities so that I can quickly set up effective recurring processes."
Description

Implement an algorithmic engine that processes ingested activity data to identify task sequences, dependencies, and optimal timing. The engine should generate a complete routine template automatically, including task order, assignees, reminders, and estimated durations. It should allow configuration of generation parameters such as time windows and task grouping. This ensures rapid, data-driven routine setup.

Acceptance Criteria
Automated Task Sequence Identification
Given a dataset of ingested activity logs covering at least 30 days When the engine runs Then it identifies at least one recurring sequence of tasks with a minimum of three tasks And the identified sequences have matching tasks with ≥70% frequency
Dependency Resolution and Optimal Timing
Given a discovered task sequence with dependencies When generating the template Then tasks are ordered respecting dependencies, ensuring predecessor tasks scheduled before successors And each task start time falls within the user’s configured time windows
Routine Template Customization Parameters
Given the user sets generation parameters (e.g., time window 9am–5pm, group weekly tasks) When running the template generator Then the generated template schedules tasks within the specified window And groups tasks according to the user’s grouping preference
Assignment and Reminder Configuration
Given historical assignee data When the template is generated Then each task includes the correct assignee based on ≥60% assignment frequency And reminders are configured at default intervals (e.g., 24 hours before task start)
Estimated Duration Accuracy
Given historical task completion times When calculating estimated durations Then the engine assigns durations within ±20% of the average historical time And each estimated duration is displayed in the generated template
User Interface Integration
"As an Integration Initiator, I want a clear interface for previewing and launching generated routines so that I can review and customize before deployment."
Description

Add a dedicated "Instant Routine Builder" interface within Looply's Slack app and web dashboard, allowing users to preview generated routines, adjust parameters, and initiate routine creation with a single click. The UI must present data visualizations of the template, editable task fields, and confirmation controls. Integration with existing dashboards ensures a seamless user experience.

Acceptance Criteria
Accessing the Instant Routine Builder Interface
Given the user is viewing the Looply Slack app or web dashboard, when they select the "Instant Routine Builder" option, then the interface loads within 3 seconds displaying the preview panel, parameter controls, and a "Create Routine" button.
Previewing Generated Routines with Data Visualizations
Given the user clicks "Generate Routine", when the routine generation completes, then the preview section displays a visual chart of at least three tasks with timelines matching historical workflow patterns.
Adjusting Routine Parameters
Given a generated routine is visible, when the user edits any task field (name, assignee, or due date), then the preview updates immediately and retains changes after navigation away and back.
Initiating Routine Creation with Single Click
Given the preview is complete, when the user clicks the "Create Routine" button, then a confirmation dialog appears and upon confirmation the routine is created in the workspace with a success notification.
Seamless Integration with Existing Dashboards
Given a routine has been created, when the user returns to the main Looply dashboard, then the new routine appears under recurring tasks with active status and is available for tracking.
Customization and Validation Controls
"As an Integration Initiator, I want to customize generated routines and receive immediate feedback on configuration errors so that the final routine meets my team's requirements."
Description

Provide users with options to adjust generated routine templates, including editing task order, assigning different team members, setting custom reminders, and tweaking recurrence rules. Implement real-time validation to ensure dependencies, dates, and assignments are valid. This empowers users to tailor routines to their needs while preventing configuration errors.

Acceptance Criteria
Editing Task Order in Generated Routine
Given a generated routine template, when the user drags and drops tasks to reorder, then the system saves the new order and displays a confirmation message within 2 seconds.
Assigning Team Members to Tasks
Given a generated task without an assignee, when the user selects a team member from the dropdown, then the task shows the selected member’s avatar and name and the assignment is persisted.
Setting Custom Reminders
Given a task with default reminder settings, when the user configures a custom reminder schedule, then the system updates the reminder time and sends a test notification to confirm accuracy.
Adjusting Recurrence Rules
Given a generated routine set to weekly recurrence, when the user changes it to bi-weekly on specific weekdays, then the system recalculates the next three occurrence dates and displays them correctly.
Real-time Validation of Dependencies and Dates
Given tasks with dependencies, when the user sets a date that violates the dependency order, then the system displays an inline error message and prevents saving until the issue is resolved.
Role-based Assignment Overrides
Given a generated task assignment, when a user with manager role reassigns the task, then the new assignment is saved and the original assignee is notified of the change.
Error Handling and User Feedback
"As an Integration Initiator, I want clear feedback when something goes wrong during routine generation so that I can correct issues or seek support promptly."
Description

Create comprehensive error handling mechanisms that detect data ingestion failures, generation algorithm issues, and UI validation errors. Provide clear, actionable feedback to users via Slack messages and UI notifications, logging issues for developers with automated alerts. This minimizes user frustration and facilitates rapid troubleshooting.

Acceptance Criteria
Data Ingestion Failure Detection
Given the Instant Routine Builder starts processing team activity data and the data ingestion API returns an error or times out, when the error is detected, then display a clear UI notification stating "Data ingestion failed. Please check your connection or try again later," and log the error with timestamp and error code for developer review.
Algorithm Generation Error Feedback
Given the generation algorithm encounters unexpected input or internal exceptions, when the error occurs, then send a Slack message to the user channel stating "Routine generation encountered an issue. Our team has been notified," and record the stack trace and context in the error logs.
UI Validation Error Notification
Given a user submits an incomplete or invalid routine configuration, when the UI validation check fails, then display inline error messages next to each invalid field describing the issue and prevent form submission until corrections are made.
Developer Alert Logging
Given any system error of severity ‘High’ occurs in data ingestion or algorithm processing, when detected, then automatically create an alert in the developers’ error monitoring system with full diagnostic details and notify on-call engineers via email or Slack.
Slack Message Clarity on Errors
Given any user-facing error triggers a Slack notification, when the message is sent, then it must include the error summary, a troubleshooting step, and a unique error reference ID for follow-up support.
Automatic Retry Notification
Given a transient network or API failure during data ingestion, when the system automatically retries twice, then inform the user via UI banner stating "Attempting to reconnect..." and if all retries fail, escalate to the Data Ingestion Failure notification.

Template Tailor

Leverage AI-driven templates that adapt to project types—marketing sprints, onboarding flows, compliance checks, and more. By providing context-aware starting points, Routine Wranglers can customize and deploy new routines without manual template creation.

Requirements

AI-Powered Template Recommendation
"As a Routine Wrangler, I want AI to recommend templates based on my project’s characteristics so that I can quickly set up routines without manual template search."
Description

Leverage advanced AI algorithms to analyze project metadata and user preferences to suggest the most relevant templates for a given project type, reducing setup time and ensuring consistency. This feature integrates with Looply's core and Slack interface, dynamically updating suggestions as project context changes and providing a streamlined onboarding experience for Routine Wranglers.

Acceptance Criteria
Initial Project Setup Template Suggestion
Given a user creates a new project with defined metadata, when the user opens the template recommendation panel, then the system suggests at least three templates matching project type with a relevance score ≥ 0.75 and displays them within 2 seconds.
Dynamic Suggestion on Project Context Update
Given a project’s metadata is updated, when the update is saved, then the system re-evaluates and updates the top three template suggestions in real time without manual refresh and displays an 'Updated Suggestions' indicator.
Personalized Recommendations Based on User Preferences
Given a user’s past template selections and preferences, when recommending templates for new projects, then the system prioritizes templates previously used by the user by featuring at least two templates from their history in the top three suggestions.
Slack-based Template Recommendation Notification
Given a user issues the ‘/recommend-template’ command in Slack for a project, when the command executes, then the system posts a message in the project thread with the top three template suggestions and actionable buttons to apply or view details within 3 seconds.
Template Adaptation for Complex Projects
Given a project is flagged as 'Complex' (has >5 tasks or multiple milestones), when generating recommendations, then the system includes at least one advanced template designed for complex workflows and ensures that the relevance score for complex templates is ≥0.70.
Context-Aware Parameter Customization
"As a Routine Wrangler, I want to customize template parameters according to my project’s needs so that the generated routine reflects my team’s workflow accurately."
Description

Enable users to input or modify key project parameters (e.g., deadlines, responsible team members, task frequencies) within templates, allowing the AI to tailor routine steps precisely to project requirements. This integration ensures that generated routines align with specific workflows and team structures before deployment.

Acceptance Criteria
Deadline Parameter Adjustment
Given a user selects a template in the Template Tailor feature When the user enters or modifies the project deadline parameter and saves the template Then the AI-generated routine steps are updated to include tasks scheduled relative to the new deadline (e.g., milestones, reminders, notifications) within the routine preview
Team Member Parameter Assignment
Given a template with placeholder roles When the user assigns specific team members to each role parameter and confirms the selection Then the generated routine assigns tasks to the selected team members and displays their names in the routine workflow
Task Frequency Customization
Given a user views the frequency settings in a template When the user selects or inputs a custom recurrence interval (daily, weekly, biweekly) for routine tasks and applies changes Then the routine preview and subsequent scheduling reflect the specified frequency for each task
Parameter Validation Feedback
Given a user inputs an invalid or conflicting parameter (e.g., end date before start date) When the user attempts to save the customized template Then the system provides inline validation feedback explaining the error and prevents saving until corrected
Saving Customized Template
Given a user has modified multiple parameters within a template When the user clicks “Save and Deploy” Then the system persists all custom parameter values, deploys the routine into Slack with those values, and confirms successful deployment to the user
Template Preview and Testing Environment
"As a Routine Wrangler, I want to preview and test my customized template in a sandbox so that I can ensure it works correctly before deploying it to my team."
Description

Provide an interactive sandbox where users can visualize and test customized templates before finalizing deployment. The sandbox will simulate the routine’s execution flow within Slack, showing reminders, assignments, and dashboards, allowing for iterative adjustments and error detection.

Acceptance Criteria
Sandbox Launch with Customized Template
Given a user has edited a template, when they click 'Preview in Sandbox', then the sandbox initializes within 3 seconds displaying the first reminder, assignment placeholder, and dashboard panel.
Simulated Reminder Sequence Execution
Given a user triggers the sandbox run, when simulated time advances through the template schedule, then each reminder appears in correct order at scheduled intervals and timing matches within a 5% tolerance.
Assignment Flow Rendering
Given a template includes dynamic assignees, when previewing in sandbox, then the assignment step displays the correct user placeholders and Slack handles as per template definitions.
Dashboard Update Preview
Given a template dashboard has progress metrics, when sandbox execution completes, then the sandbox dashboard updates to reflect simulated task completions with accurate streak counts and visual indicators.
Error Detection and Guidance
Given a template contains conflicts (e.g., missing assignee or invalid schedule), when running in sandbox, then the system surfaces descriptive error messages and highlights the problematic fields with guidance for correction.
Template Version Control
"As a Routine Wrangler, I want to manage different versions of my templates so that I can track changes and revert updates if needed."
Description

Implement versioning for templates, tracking changes, and enabling users to revert to previous iterations. Users can compare versions side-by-side, annotate modifications, and maintain an audit trail for compliance and continuous improvement.

Acceptance Criteria
Reverting a Template to a Previous Version
Given the user is on the template version history page When the user selects version 2.1 and clicks "Revert" Then the current template content matches version 2.1 and a new version entry is created reflecting the revert action
Comparing Template Versions Side-by-Side
Given the user selects two versions from the version history When the user clicks "Compare" Then differences are highlighted line by line and user can toggle between unified and split view
Adding Annotations to Template Versions
Given the user views a specific version When the user adds an annotation and saves it Then the annotation is visible in the version details with timestamp and author information
Audit Trail Completeness for Template Changes
Given any template modification occurs When the user views the audit log Then each change entry includes version number, timestamp, user ID, and change summary
Preventing Reversion During Active Routine Execution
Given a template is part of an ongoing automation routine When the user attempts to revert the template Then the system displays a warning and disables revert until the routine completes
Slack Command Integration for Template Tailor
"As a Routine Wrangler, I want to use Slack commands to access Template Tailor functions so that I can create and customize routines without switching contexts."
Description

Extend Looply’s Slack interface with custom slash commands to invoke the Template Tailor feature directly within a channel or direct message. Commands will support actions like ‘/template suggest’, ‘/template edit’, and ‘/template preview’, streamlining user access without leaving Slack.

Acceptance Criteria
Template Suggest Command Usage
Given a user enters /template suggest <projectType> in a Slack channel When Looply receives the command Then Looply returns a list of three AI-generated template suggestions relevant to <projectType> within 5 seconds
Template Edit Command Invocation
Given a user enters /template edit <templateID> in a direct message with Looply When Looply receives the command Then Looply responds with the full template content in an interactive message block with editable fields and Save and Cancel buttons
Template Preview Command Display
Given a user enters /template preview <templateID> in a Slack channel When Looply processes the command Then Looply posts a read-only preview of the selected template with formatting preserved within 3 seconds
Template Command Error Handling
Given a user enters a slash command with missing or invalid parameters When Looply validates the command input Then Looply returns an ephemeral error message specifying the correct command syntax and usage guidelines
Template Command Permission Enforcement
Given a user without sufficient permissions attempts to run /template suggest When Looply checks user roles Then Looply returns an ephemeral permission denied message indicating the required access level

Smart Assign

Automatically map generated tasks to the right team members based on historical workload, role expertise, and availability. This ensures balanced assignments, prevents overload, and accelerates task adoption for Collaboration Claires and Delegation Dans alike.

Requirements

Historical Workload Analysis Engine
"As a team lead, I want the system to analyze past workloads so that tasks are distributed fairly and no one is overburdened."
Description

A subsystem that collects and analyzes past task assignments and completion times to determine each team member’s average workload and capacity. It integrates with Looply’s task database to generate real-time workload profiles, enabling the Smart Assign feature to make balanced assignment decisions and prevent overload.

Acceptance Criteria
Workload Data Collection
Given the Looply task database contains at least 6 months of task history, when the Historical Workload Analysis Engine executes, then it retrieves and stores assignment records and completion timestamps for every team member without omissions.
Capacity Calculation Accuracy Validation
Given retrieved historical data for a team member, when the engine calculates average weekly workload, then the computed value matches the manually verified average within a 5% margin of error.
Real-Time Workload Profile Update Scenario
Given a user completes or is assigned a new task, when the engine processes the update, then the team member’s workload profile reflects the change within 2 minutes and displays the updated average workload.
Smart Assign Integration Scenario
Given multiple team members have differing workload profiles, when Smart Assign requests assignment suggestions, then the engine returns a ranked list of team members sorted by least to most workload and excludes members exceeding predefined capacity thresholds.
Anomaly Threshold Detection
Given a sudden spike or drop in a team member’s completed tasks, when the engine analyzes the data, then it flags any weekly workload exceeding 150% or falling below 50% of the average and logs an anomaly report.
Role and Expertise Mapping
"As a team lead, I want tasks matched to each member’s expertise so that work is completed efficiently and with high quality."
Description

A module for capturing and managing each team member’s role definitions, skills, and domain expertise. This requirement involves creating a configurable skills taxonomy, allowing team leads to tag tasks with required competencies and ensuring that Smart Assign matches tasks to the most qualified individuals.

Acceptance Criteria
Team Lead Tags Task with Required Skill
Given a team lead is creating a task and selects one or more skills from the taxonomy, When the task is saved, Then the selected skills are stored in the task metadata and visible in the task details.
User Views Mapped Role Expertise
Given an admin navigates to the Role and Expertise Mapping module, When they access the skills taxonomy view, Then all defined roles and associated competencies are listed accurately with descriptions.
Smart Assign Suggests Qualified Member
Given a new task is tagged with specific skills, When Smart Assign evaluates the task, Then it suggests team members who possess all required skills, sorted by lowest current workload.
Team Lead Updates Member Expertise
Given a team lead adds or removes skills for a team member in their profile, When the changes are submitted, Then the member’s updated skill set is immediately reflected in future Smart Assign recommendations.
Prevent Assignment to Underqualified Member
Given a task requires a particular expertise, When Smart Assign runs its algorithm, Then it excludes any team member who does not meet all required skill criteria from assignment suggestions.
Availability Calendar Integration
"As a team lead, I want to see each member’s availability so that tasks are scheduled when they can actually work on them."
Description

Integration with external calendar services (e.g., Google Calendar, Outlook) and Slack presence indicators to fetch real-time availability data. This feature ensures that Smart Assign avoids assigning tasks during blocked or non-working periods, respecting individual schedules and time zones.

Acceptance Criteria
Google Calendar Busy Slot Avoidance
Given a user’s Google Calendar shows a busy event during a specific time slot When Smart Assign attempts to assign a task within that busy slot Then the task must not be scheduled for that user during the busy period
Outlook Calendar Blocked Period Check
Given a user’s Outlook Calendar has blocked or busy periods marked When Smart Assign processes a new recurring task Then Smart Assign must exclude those blocked periods from assignment
Slack Presence-Based Assignment
Given a user’s Slack status is set to “Away” or “Do Not Disturb” When Smart Assign is selecting assignees for a new task Then the user must be skipped until their status returns to “Active”
Cross-Time Zone Working Hours Respect
Given users in different time zones with defined working hours When Smart Assign schedules a task for each user Then the task must fall within each user’s defined working hours in their local time zone
Real-Time Availability Refresh
Given updates to a user’s external calendar or Slack status When the availability data refreshes Then Smart Assign must reflect the latest availability within five minutes
Dynamic Assignment Algorithm
"As a user, I want tasks automatically assigned to the most suitable person so that I don’t have to manually evaluate each assignment."
Description

A decision-making algorithm that combines workload analysis, role expertise mapping, and availability data to automatically select the optimal assignee for each generated task. The algorithm will be configurable with weighting parameters and include fallback rules for manual overrides.

Acceptance Criteria
Optimal Assignee Selection
Given a generated task and a pool of available team members, when the dynamic assignment algorithm executes, then it selects the member with the highest combined score based on weighted workload, expertise, and availability.
Expertise Matching
Given a task labeled with required expertise areas, when matching candidates, then only team members whose expertise score meets or exceeds the configured threshold are considered for assignment.
Availability Check
Given current calendar and workload data, when evaluating members for assignment, then the algorithm excludes any team member with a conflicting event or workload above the availability limit.
Workload Balancing
Given the distribution of pending tasks across team members, when assigning a new task, then the algorithm ensures the variance between the highest and lowest task counts does not exceed one.
Manual Override Fallback
Given a user-initiated override on a recommended assignment, when an override is provided, then the algorithm respects the override and assigns the task to the specified team member.
Assignment Feedback Loop
"As a team lead, I want to gather feedback on how assignments are handled so that I can adjust and improve the assignment logic."
Description

A feedback mechanism that collects data on task acceptance rates, completion times, and user ratings. The system uses these insights to continuously refine the Smart Assign algorithm, improving assignment accuracy and team satisfaction over time.

Acceptance Criteria
Task Acceptance Rate Monitoring
Given at least 20 tasks have been assigned in the last week, when the overall acceptance rate falls below 75%, then the system logs the deviation and flags the Smart Assign algorithm for review.
Completion Time Analysis
Given task completion times for a specific role are recorded over 30 days, when the average completion time deviates by more than 20% from the historical norm, then the system identifies the role and updates workload distribution parameters.
User Rating Feedback Integration
Given users rate task suitability on a scale of 1–5 after task completion, when the average rating for a role falls below 4.0, then the system triggers a retraining of the Smart Assign model using the latest rating data.
Algorithm Adjustment Trigger
Given aggregated feedback metrics (acceptance rate, completion time, user ratings) are updated daily, when any metric crosses its predefined threshold, then an automated adjustment sequence updates assignment weightings and logs the change.
Continuous Improvement Reporting
Given weekly feedback summaries are generated, when stakeholders access the feedback dashboard, then the report displays trends in acceptance rates, completion times, and ratings, and highlights any algorithm changes made.

Timing Tactician

Let AI determine optimal task frequency and reminder schedules by analyzing completion patterns and time-to-complete data. Momentum Mavens benefit from streak-friendly cadences that boost adherence and sustain long-term momentum without manual guesswork.

Requirements

Completion Data Aggregator
"As a team lead, I want the system to gather and organize my team’s task completion records so that the AI can learn from actual performance and suggest optimal cadences without manual tracking."
Description

Develop a backend service that collects and aggregates task completion timestamps and durations from user interactions within Slack. This service should normalize data across different time zones, handle missing or incomplete entries gracefully, and store the processed metrics in a queryable format. The aggregated data will serve as the foundation for AI-driven frequency and reminder schedule optimization, enabling the Timing Tactician to learn from real usage patterns and continuously refine its recommendations.

Acceptance Criteria
Aggregate Task Completion Data Across Time Zones
Given task completion events from users in multiple time zones When the backend service processes these events Then all timestamps are converted and stored in UTC format without loss of accuracy
Handle Missing or Incomplete Completion Entries
Given completion records with missing duration or timestamp fields When the service ingests these records Then it applies default values or flags the entries and logs the anomalies without crashing
Ingest Slack Interaction Events
Given a user marks a task complete in Slack When the event payload is received by the service Then the payload is parsed and the completion timestamp and duration are extracted and queued for aggregation
Store Aggregated Metrics in Queryable Format
Given processed completion metrics When stored in the database Then the data schema supports querying by user, task, date range, and time zone with response times under 200ms
Continuous Data Integrity Monitoring
Given ongoing data aggregation operations When the system runs hourly integrity checks Then any discrepancies in aggregated totals are detected and alert notifications are sent to the engineering team
Optimal Frequency Engine
"As a Momentum Maven, I want the AI to suggest the best intervals for my recurring tasks so that I can maintain consistent progress without overloading my team."
Description

Implement an AI-driven engine that analyzes historical completion data to recommend the ideal frequency for recurring tasks. The engine should consider factors like average completion time, variance in completion intervals, team workload, and streak-building principles. Recommendations must adapt over time as new data arrives, ensuring that task frequencies remain aligned with team capabilities and motivation levels.

Acceptance Criteria
Initial Frequency Recommendation Based on Historical Data
Given at least 30 days of completion data for a recurring task, when the user requests a frequency recommendation, then the system suggests a recurrence interval within ±10% of the calculated optimal interval based on average completion time and interval variance.
Adaptive Frequency Update Post-Data Ingestion
Given new completion events are logged for an existing recurring task, when the data ingestion process runs, then the system recalculates and updates the recommended frequency within 5 minutes reflecting the newest completion patterns.
Workload-Balanced Frequency Suggestion
Given team workload metrics for the upcoming week, when generating frequency recommendations for all recurring tasks, then no recommended schedule causes any team member’s total estimated workload to exceed 8 hours per day.
Streak-Friendly Cadence Calculation
Given a user’s current task streak length and completion consistency, when computing a frequency recommendation, then the engine suggests a recurrence cadence that increases the probability of maintaining or extending the streak by at least 15%.
User Override and Feedback Incorporation
Given a user overrides the AI-recommended frequency and submits feedback, when the feedback is saved, then the system records the override decision and adjusts future recommendations to incorporate that user preference with a minimum weight of 25%.
Adaptive Reminder Scheduler
"As a team member, I want reminders delivered at times when I’m most likely to complete tasks so that I stay on track without feeling nagged."
Description

Create a scheduler that leverages the Optimal Frequency Engine’s output to automatically send reminders at the most effective times. The scheduler should integrate with Slack, support multiple reminder channels (DMs, channels), allow configurable lead times, and adjust reminder timing based on individual user response patterns. It must ensure reminders arrive when team members are most likely to act, enhancing adherence and minimizing missed tasks.

Acceptance Criteria
Automatic Slack DM Reminder
Given the Optimal Frequency Engine has determined the next reminder time, when the scheduled time arrives, then the scheduler sends a direct message to the user in Slack containing the task details.
Channel-Wide Reminder
Given a recurring task is assigned to a Slack channel, when the Optimal Frequency Engine outputs a reminder time, then the scheduler posts a reminder message in the designated channel with the correct task information.
Configurable Lead Time Adjustment
Given a user has configured a lead time of X minutes for reminders, when the scheduler triggers a reminder, then the reminder is sent exactly X minutes before the task due time.
User Response-Based Timing Adjustment
Given a user’s historical response pattern indicates they act Y minutes after reminders, when adjusting subsequent reminders, then the scheduler shifts the reminder time earlier by a calculated offset to match the user’s optimal response window.
Fallback Notification Handling
Given the scheduler fails to send a Slack reminder due to API errors or user offline status, when the failure is detected, then an email notification is sent within 5 minutes containing the same reminder content.
User Preference Override
"As a team lead, I want to tweak the AI’s suggested schedule so that I can tailor reminders to my team’s unique workflow and preferences."
Description

Provide an interface in the Looply dashboard for users to review and adjust AI-generated frequency and reminder suggestions. Users should be able to set minimum and maximum intervals, toggle specific reminders on or off, and provide feedback on AI accuracy. Overrides must be logged and fed back into the AI models to improve personalization over time.

Acceptance Criteria
User Adjusts AI-Recommended Task Frequency
Given the user views the AI-generated frequency suggestion, when they set new minimum and maximum intervals and click 'Save', then the system updates the task frequency to respect these bounds and persists the values to the user's profile.
User Toggles Specific Reminder
Given the user accesses the reminder settings in the dashboard, when they toggle a specific reminder off or on and confirm changes, then the system activates or deactivates that reminder immediately for upcoming tasks.
User Submits Feedback on AI Accuracy
Given the user reviews an AI-generated suggestion, when they rate its accuracy on a 1-5 scale and optionally provide comments, then the feedback is recorded with the suggestion metadata and queued for model training.
Override Actions Are Logged
Given the user overrides any AI-generated setting, when the override is applied, then the system logs the event with timestamp, user identifier, original values, and new values, and displays the log in the user's audit trail.
AI Suggestion Personalization Improves
Given the AI model ingests past overrides and feedback, when it generates new suggestions, then the accuracy of AI recommendations increases by at least 10% over two consecutive retraining cycles, as measured by user feedback scores.
Momentum Insights Dashboard
"As a team lead, I want to see how AI-driven schedules affect my team’s streaks and completion rates so that I can make informed adjustments."
Description

Extend the existing Looply dashboard with a dedicated view showing AI recommendations, historical completion trends, and adherence metrics. The view should display current task cadences, streak success rates, and the impact of schedule adjustments. Visualizations must support drill-down into individual tasks and team members, enabling data-driven decisions on cadence refinements.

Acceptance Criteria
Viewing AI-Recommended Cadences
Given the Momentum Insights Dashboard is open and the AI Recommendations view is selected When AI has analyzed completion patterns for at least five recurring tasks Then the dashboard displays a list of recommended task cadences, each with a predicted adherence score and confidence level
Inspecting Historical Completion Trends
Given the Momentum Insights Dashboard is open and the Historical Trends view is loaded When the user selects a date range of the past 30 days Then the dashboard renders a time-series chart illustrating task completion counts per day and highlights any streak interruptions
Analyzing Adherence Metrics
Given the Momentum Insights Dashboard is open and the Adherence Metrics tab is active When data for the selected team or project is retrieved Then the dashboard displays adherence rates as percentages, with tasks under 75% flagged in red and those above 90% flagged in green
Drilling Down into Individual Task Performance
Given the user sees the summary list of tasks on the Momentum Insights Dashboard When the user clicks on a specific task row Then a detail pane appears showing that task’s current cadence, total streak count, recent completion timestamps, and any cadence adjustment history
Filtering Dashboard by Team Member
Given the Momentum Insights Dashboard is open When the user applies a filter for a specific team member Then the dashboard updates all visualizations to only include data for the selected member and displays a badge indicating the active filter

Context-Aware Descriptions

AI crafts rich, detailed task descriptions by referencing past task notes, attachments, and outcomes. This clarity reduces ambiguity, speeds up task completion, and enhances procedural consistency—critical for Precision Priyas and Compliance Carlys.

Requirements

Data Aggregation Module
"As a team lead, I want the system to gather all relevant past notes, attachments, and outcomes so that AI can reference accurate historical context when crafting task descriptions."
Description

Implement a backend service that collects and indexes past task notes, attachments, and outcomes for quick retrieval by the AI engine. This module processes various data types, handles metadata tagging, and maintains data freshness and integrity to support comprehensive context retrieval.

Acceptance Criteria
Initial Data Ingestion
Given a batch of historical task notes, attachments, and outcomes, when the Data Aggregation Module runs its initial processing job, then all items are indexed in the retrieval database within 5 minutes and tagged with correct metadata fields (date, author, task ID) with zero failed records.
Real-Time Data Refresh
Given new task notes or attachments added after initial ingestion, when the Data Aggregation Module detects new entries, then it updates the retrieval database within 2 minutes, marking existing records updated and indexing new records without duplications.
Metadata Tagging Accuracy
Given a set of task items with varied metadata (e.g., project codes, tags, dates), when the module processes these items, then each item’s metadata is correctly extracted and stored, with accuracy above 99% as verified by automated validation tests.
AI Context Retrieval
Given a request from the AI engine for context on a specific task, when the module retrieves relevant past records, then it returns the three most recent notes and related attachments tagged to that task ID in under 1 second.
Data Integrity Handling
Given duplicate or corrupted data entries in the source, when ingested, then the module identifies duplicates, merges or discards redundant entries according to rules, logs any data corruption errors, and ensures the retrieval database contains unique, valid records.
NLP Context Analyzer
"As a user, I want the AI to interpret previous task data accurately so that descriptions reflect precise context and avoid misunderstandings."
Description

Integrate a natural language processing engine that analyzes aggregated data to identify key concepts, dependencies, and outcomes. This component enables the AI to understand procedural flows and decision points, facilitating the generation of detailed, unambiguous task descriptions.

Acceptance Criteria
Context Extraction from Past Notes
Given a task with at least three past notes available, when the NLP Context Analyzer processes the notes, then the generated description must include at least two key concepts and one identified dependency.
Dependency Identification
Given a task with documented dependencies in past notes, when the analyzer runs, then it must list at least one direct dependency and one indirect dependency in the task description.
Attachment Reference Integration
Given a task that includes at least one PDF or image attachment, when the analyzer parses the attachment, then the description must reference the attachment’s title and extract one relevant detail.
Outcome-Based Description Accuracy
Given tasks with recorded outcomes such as success metrics or results, when the analyzer generates the description, then it must summarize the primary outcome in no more than two sentences.
Real-time Description Update in Slack
Given a user requests an updated task description in Slack, when the NLP Context Analyzer regenerates the description, then it must post the updated description within 5 seconds and reflect the latest context.
Attachment Metadata Linking
"As a user, I want task descriptions to include references to relevant attachments so that I can quickly locate and review supporting documents."
Description

Develop functionality to extract and incorporate metadata from attachments—such as file names, dates, and relevant sections—into AI-generated descriptions. This linkage ensures that task descriptions reference specific attachment details for clarity and traceability.

Acceptance Criteria
Single Attachment Metadata Extraction
Given a task with one attachment containing filename and date metadata, when the AI generates the task description, then it must include the exact filename and date in the description.
Multiple Attachments Consolidation
Given a task with multiple attachments, when the AI generates the description, then it must list each attachment’s filename and associated date without omissions or duplicates.
Attachment Metadata Update Reflection
Given an attachment’s metadata is updated before description generation, when the AI runs, then the new filename or date must appear in the generated description.
Unsupported File Types Handling
Given an attachment with unsupported or unreadable metadata, when the AI processes it, then it should omit metadata references for that file and log a warning without failing the description generation.
User Review and Edit Workflow
Given the AI-generated description includes attachment metadata, when a user edits the description in Slack, then the system must preserve the original metadata references unless explicitly removed by the user.
User Feedback Loop
"As a user, I want to correct and rate AI-generated task descriptions so that future suggestions become more accurate and aligned with my team's requirements."
Description

Implement an interface for users to provide feedback on AI-generated descriptions, including correction suggestions and ratings. The system logs this feedback to continuously refine AI accuracy and align outputs with user preferences and style guidelines.

Acceptance Criteria
Feedback Submission via Slack Modal
Given a user is viewing an AI-generated task description When they click the 'Provide Feedback' button Then a Slack modal opens with rating options, a text field for correction suggestions, and a 'Submit' button
Inline Correction Submission
Given a user highlights text within an AI-generated description When they edit the text inline and click 'Submit Correction' Then the revised text is stored and the user receives a 'Correction Received' confirmation
Rating Description Quality
Given a user reviews an AI-generated description When they select a star rating from 1 to 5 Then the rating is recorded with the task ID, user ID, and timestamp
Feedback Logging and Confirmation
Given a user submits feedback When the system processes the submission Then the feedback entry is logged in the database with details and the user sees a 'Thank You' confirmation message
Admin Feedback Dashboard Visibility
Given an administrator accesses the feedback dashboard When new user feedback exists Then the dashboard lists all entries with user, rating, correction text, task reference, and timestamp, and supports sorting and filtering
Performance Metrics Dashboard
"As a product manager, I want to view metrics on description clarity and task completion improvements so that I can measure the feature's effectiveness and iterate accordingly."
Description

Create a dashboard to track metrics such as average description clarity score, task completion time reduction, and user feedback ratings. This real-time monitoring tool helps stakeholders assess the impact of context-aware descriptions and identify areas for improvement.

Acceptance Criteria
Viewing Real-Time Description Clarity Scores
Given the Performance Metrics Dashboard is open and connected to the context-aware descriptions data source When the user views the Description Clarity Score panel Then the panel displays the current average clarity score, updated in real-time (at least once per minute), with a value between 0 and 100
Analyzing Task Completion Time Reduction Trends
Given historical task completion data is loaded When the user selects a predefined time range (e.g., last 7 days, last 30 days) Then the dashboard displays a line chart showing the percentage reduction in average task completion time over the selected period, with tooltips for each data point
Filtering Metrics by Date Range
Given the user inputs a custom start date and end date into the date filter controls When the user clicks the 'Apply Filter' button Then all metric panels refresh to display data strictly within the specified date range
Drilling Down into Individual Task Feedback
Given the user clicks on a specific rating segment in the User Feedback Ratings panel When the user selects a rating category (e.g., 1-2 stars, 3 stars, 4-5 stars) Then a modal opens listing all tasks with that rating, including task name, date completed, and feedback comments sorted by date
Exporting Dashboard Metrics
Given the user clicks the 'Export' button on the dashboard header When the user selects a file format (CSV or PDF) Then the system generates a file containing the current metric values and their timestamps and initiates a download

Rotation Blueprint

Design your ideal rotation cycle with custom schedules, order, and exceptions (e.g., weekends or holidays). Ensures a fair, transparent relay of responsibilities that aligns with your team’s unique workflow.

Requirements

Custom Rotation Schedules
"As a team lead, I want to set up rotation schedules with specific cycles and dates so that task assignments align with my team's workflow."
Description

Enable users to define rotation cycles with custom durations, start and end dates, and repeat frequencies. The system should present an intuitive UI for setting these parameters, validate inputs for consistency, and store configurations for future reuse. This flexibility ensures rotations can be tailored to project timelines and team availability without manual adjustments.

Acceptance Criteria
Create New Rotation Schedule
Given the user is on the Custom Rotation Schedules page When the user enters a valid cycle duration, start date, and repeat frequency and clicks Save Then the system displays a success message and shows the new schedule in the list
Edit Existing Schedule
Given an existing rotation schedule in the list When the user modifies the start date or duration and clicks Update Then the system saves the changes and updates the schedule entry with the new values
Prevent Overlapping Schedules
Given a new schedule with dates overlapping an existing schedule When the user attempts to save Then the system rejects the save action and displays an error message indicating the date conflict
Reuse Saved Schedule
Given the user has previously saved a schedule template When the user selects Reuse Template and confirms Then the UI prepopulates the schedule fields with the saved configuration
Handle Holiday Exceptions
Given a rotation schedule includes specified holiday dates When the schedule runs on a holiday Then the system skips that date, adjusts the next occurrence, and displays a notification in the dashboard
Rotation Order Management
"As a team lead, I want to control the order in which team members are assigned tasks so that the rotation remains transparent and fair."
Description

Allow users to specify and adjust the sequence of team members within a rotation. The feature should include drag-and-drop reordering, manual overrides, and automatic recalculation of future assignments. This ensures transparent and fair distribution of responsibilities among team members.

Acceptance Criteria
Initial Rotation Creation Scenario
Given the user is on the Rotation Order Management interface and has selected "Create Rotation" When they input at least two team members and click "Save" Then a rotation is created displaying the members in the entered order and the first assignment date is set correctly according to the defined cycle start date.
Drag-and-Drop Reordering Scenario
Given an existing rotation with three or more team members When the user drags a member from position X to position Y Then the updated sequence is visually reflected immediately, and a confirmation message "Rotation order updated" appears.
Manual Override Scenario
Given a scheduled assignment exists for a specific date When the user selects "Manual Override" and assigns a different team member for that date Then the override is saved, displayed in the schedule with an override badge, and does not affect other future assignments.
Automatic Recalculation Scenario
Given the sequence of team members has been changed When the user confirms the new order Then all future assignments are recalculated automatically, preserving past assignment history, and updated dates are displayed correctly in the dashboard.
Exception Handling Scenario
Given the user sets exceptions for weekends and a public holiday date When the rotation is generated or updated Then no assignments are scheduled on the excluded dates, and the next valid working day is filled according to the rotation order.
Exception and Holiday Handling
"As a team lead, I want to exclude weekends and holidays from rotation so that assignments only fall on working days."
Description

Provide mechanisms to exclude non-working days—such as weekends and holidays—from rotation schedules. Users should be able to select dates or integrate a company holiday calendar, and the system should automatically shift assignments to the next valid day. This prevents assignments from falling on off days and maintains consistency.

Acceptance Criteria
Manual Weekend Exclusion in Rotation
Given a rotation schedule with weekend exclusion enabled, When the schedule is generated, Then no assignments fall on Saturday or Sunday and all excluded assignments are shifted to the next valid weekday.
Integration with Company Holiday Calendar
Given a connected company holiday calendar, When a holiday is added to the calendar, Then the system automatically excludes that date from all rotation schedules and reassigns tasks to the next available business day.
Custom Holiday Date Addition
Given a user specifies a custom holiday date, When the date is saved, Then the system excludes it from future rotations and updates existing assignments accordingly.
Consecutive Holiday Handling
Given multiple consecutive holiday dates, When generating a rotation schedule, Then assignments are shifted sequentially across the holiday block preserving the original rotation order without gaps.
Holiday Removal and Reassignment
Given a previously marked holiday date is removed, When the calendar is refreshed, Then the system reverts assignments back to their original scheduled dates and maintains rotation consistency.
Rotation Preview & Export
"As a team member, I want to preview and export the rotation schedule so that I can plan my availability and share it with my team."
Description

Offer a visual calendar preview of upcoming rotations within the Slack interface and support exporting schedules in standard formats (CSV, ICS). Users should be able to view assignments for any time range and download files for sharing or external calendar integration.

Acceptance Criteria
Preview Upcoming Rotations in Slack
Given a user selects a valid start and end date in Slack for rotation preview, when the preview is requested, then an interactive calendar view loads within 2 seconds showing each assignment per day for the selected range, and each entry displays the assignee’s name and role.
Export Schedule to CSV Format
Given a user requests an export of rotations for a selected date range, when they click 'Export as CSV', then the system generates a CSV file named 'rotations_<start>_<end>.csv' encoded in UTF-8, containing a header row and one row per date with correct assignee and role data.
Export Schedule to ICS Format
Given a user requests an export of rotations for a selected date range, when they click 'Export as ICS', then the system generates an ICS calendar file named 'rotations_<start>_<end>.ics' with one calendar event per assignment including correct timestamps, summary, and description, and the file is importable into standard calendar applications.
Preview Rotations with Exceptions
Given a rotation blueprint includes weekends and holiday exceptions, when a user previews the schedule for a date range that spans those exceptions, then the calendar view correctly skips or grays out the exception dates and maintains the rotation order for subsequent dates.
Invalid Date Range Error Handling
Given a user selects an end date that precedes the start date, when they attempt to preview or export the schedule, then the system displays an ephemeral Slack message stating 'Invalid date range: end date must be after start date' and does not perform the action.
Slack Notifications & Reminders
"As a team member, I want to receive rotation reminders in Slack so that I'm aware of upcoming assignments without leaving my workspace."
Description

Implement automated Slack notifications and reminders for upcoming rotations. The system should send direct messages to assigned team members ahead of their turn and post summary announcements in designated channels. This integration ensures everyone is informed without leaving their primary communication tool.

Acceptance Criteria
Direct Message Reminder Timing
Given a rotation assignment scheduled for a specific date and time When the reminder is set to be sent 24 hours before the assignment Then the system sends a direct message to the assigned team member exactly 24 hours prior to their rotation start time
Channel Summary Announcement
Given a rotation cycle with multiple upcoming assignments When it is one hour before the next rotation begins Then the system posts a summary announcement in the designated Slack channel listing upcoming assignees and their start times
Personalized Reminder Content
Given a team member’s language and timezone settings When a reminder is generated for an upcoming assignment Then the direct message contains the member’s name, task details, assignment date/time adjusted to their timezone, and a link to the rotation blueprint
Error Handling for Notification Failures
Given a failure response from the Slack API when sending a notification When the notification attempt fails Then the system retries up to three times at five-minute intervals and logs the error; if all retries fail, the system alerts the admin via email with failure details
Schedule Exceptions Handling
Given a rotation schedule that falls on a weekend or configured holiday When generating reminders and announcements Then the system automatically skips or adjusts the notification timing according to the defined exceptions in the rotation blueprint and notifies users of the adjusted schedule

Smart Workload Balancer

Leverages real‐time workload metrics to intelligently adjust assignment order, preventing overburdening and ensuring each team member gets a balanced share of tasks for optimal productivity.

Requirements

Real-Time Workload Metric Collection
"As a team lead, I want real-time visibility into each member’s workload so that task assignments can be balanced effectively."
Description

Collect real-time user workload metrics including task count, completion rate, and pending assignments by integrating with Slack activity data, automating data ingestion to provide up-to-date workload snapshots for algorithmic balancing.

Acceptance Criteria
Slack Activity Data Ingestion Endpoint
Given the Slack integration is configured, when the scheduled ingestion job runs, then user messages, task assignments, and reactions from the past 5 minutes are fetched and stored in the workload metrics database within 2 seconds per user.
Dashboard Real-Time Update Trigger
Given new workload data is ingested, when the ingestion completes, then the user’s dashboard updates task count, completion rate, and pending assignments within 30 seconds, reflecting accurate timestamps.
Workload Metric Accuracy Check
Given a sample dataset of 100 tasks across 10 users, when metrics are calculated, then task counts, completion rates, and pending assignment counts match Slack records with an error margin of less than 1%.
Slack Data Ingestion Error Recovery
Given a Slack API failure (network error or rate limit), when the ingestion job encounters an error, then the system retries up to three times with exponential backoff, logs the failures, and sends an alert to the admin within 5 minutes.
High-Volume Data Processing Performance
Given 1,000 concurrent users and 10,000 tasks, when the ingestion and processing pipeline runs, then all workload metrics are ingested and calculated within 3 minutes without data loss.
Dynamic Assignment Algorithm
"As a remote team member, I want tasks assigned in a balanced order so that I am not overburdened and can maintain steady productivity."
Description

Implement a dynamic assignment algorithm that weights tasks based on urgency, priority, and current workload metrics, automatically adjusting assignment order to maintain balanced distribution and prevent user overloading.

Acceptance Criteria
Weighted Task Allocation Based on Urgency and Priority
Given a set of tasks with varying urgency and priority and team members with real-time workload metrics, when tasks are to be automatically assigned, then the algorithm assigns tasks such that no member’s weighted workload score exceeds the defined threshold and the variance between the highest and lowest workloads is under 10%.
Real-Time Rebalancing on Task Completion
Given a team member completes a task, when the completion is registered, then the algorithm recalculates workloads within 2 seconds and reorders the next assignment queue so that no member receives more than one high-urgency task beyond their capacity threshold.
Handling Sudden Surge of High-Priority Tasks
Given a sudden influx where at least 50% of pending tasks are marked high priority, when the surge is detected, then the algorithm redistributes tasks so that no individual member’s workload increases by more than 20% of their average capacity and urgent tasks are assigned within 1 minute of arrival.
Onboarding New Team Members Without Overloading
Given a newly added team member with no prior workload history, when assigning the first set of tasks, then the algorithm ensures the new member’s initial workload does not exceed 10% of total pending effort and integrates them into the overall balance without causing variance above 15%.
Adaptive Correction After Manual Reassignment
Given a team lead manually reassigns one or more tasks, when the manual override occurs, then the system triggers an automated rebalance within 5 seconds and suggests a maximum of one additional reassignment per affected member to restore overall workload variance below 5%.
Workload Threshold Configuration
"As a team lead, I want to configure workload thresholds so that I can set limits to prevent any team member from being overloaded."
Description

Provide configurable workload thresholds allowing team leads to define maximum task limits and custom rules, triggering algorithmic adjustments when thresholds are reached to ensure fair workload allocation across the team.

Acceptance Criteria
Threshold Configuration Interface Accessibility
Given the team lead navigates to the Workload Threshold Configuration page When the page loads Then all threshold input fields are visible with default values and editable
Threshold Value Validation and Error Handling
Given the team lead enters a non-numeric, negative, or out-of-range value When the lead saves the configuration Then an inline error message appears and the invalid value is rejected
Automatic Assignment Adjustment Trigger
Given a team member’s active tasks reach their configured threshold When a new recurring task is scheduled Then the system reorders assignments to assign the task to the next eligible member
Custom Rule Application
Given the team lead defines a custom rule (e.g., highest priority tasks first) When thresholds are evaluated Then the system applies the custom rule to adjust workload before assigning new tasks
Threshold Breach Notification Delivery
Given a team member’s workload exceeds their defined threshold When the threshold is breached Then the system sends a Slack notification to the team lead and the affected member with breach details
Overload Alerting and Notifications
"As a team lead, I want to receive notifications when workloads become unbalanced so that I can intervene and reassign tasks."
Description

Develop an alerting system that notifies team leads and relevant stakeholders via Slack when workload imbalances exceed defined thresholds, prompting timely reviews and manual reassignments if necessary.

Acceptance Criteria
Threshold Breach Alert
Given the workload imbalance threshold is set, when a team member’s pending tasks exceed the threshold within 24 hours, then Looply sends an overload alert to the designated Slack channel within 2 minutes containing the user’s name, current task count, and threshold value.
Stakeholder Alert Distribution
Given multiple stakeholders are subscribed to receive overload alerts, when an imbalance event occurs, then each stakeholder receives the notification in their configured Slack DM or channel within 2 minutes.
Custom Threshold Adjustment Impact
Given a team lead updates the workload imbalance threshold in Looply settings, when the new threshold is saved, then subsequent imbalance evaluations and alerts reflect the updated threshold without sending alerts below it.
Alert Acknowledgement and Logging
Given an overload alert is sent, when the team lead acknowledges the alert via the Slack message button, then Looply logs the acknowledgement timestamp and user in the audit log and marks the alert as acknowledged on the dashboard.
Manual Reassignment Prompt
Given an overload alert is received, when the team lead clicks the “Review Assignments” action in Slack, then Looply opens an interactive dialog listing the overloaded user’s tasks, allows manual reassignment to other team members, and confirms the reassignment in Slack.
Balancer Performance Dashboard
"As a team lead, I want to visualize workload distribution and algorithm adjustments so that I can understand and optimize team performance."
Description

Design an interactive dashboard within Looply that visualizes workload distributions, algorithm adjustments, and historical balance trends, enabling team leads to monitor effectiveness and refine balancer settings over time.

Acceptance Criteria
Initial Dashboard Load
Given a team lead opens the Balancer Performance Dashboard in Looply, when the dashboard loads, then all workload distribution charts, algorithm parameter controls, and historical trends for the past 30 days are displayed within 2 seconds without errors.
Real-Time Workload Visualization
Given live data updates from Slack task assignments, when workload metrics change, then the visual charts update in real time with less than 1 second latency and accurately reflect the new assignment counts per team member.
Historical Trend Analysis
Given the team lead selects a custom date range, when the date range is applied, then the dashboard displays historical workload balance trends including average task count and variance per member and allows exporting the data as a CSV matching the on-screen figures.
Balancer Setting Adjustment
Given the team lead adjusts workload balancing parameters and clicks 'Apply', when the settings are saved, then the algorithm runs with updated parameters and the dashboard reflects the new balance results within 3 seconds.
Performance Metric Export
Given the team lead clicks 'Export Metrics', when the export completes, then a downloadable PDF report is generated containing current workload distribution graphs, historical trend summary, and active algorithm settings formatted according to company branding guidelines.

Swap Station

Empowers teammates with an in‐app swap request and approval flow directly in Slack. Facilitates seamless task exchanges before rotations to accommodate availability and personal preferences.

Requirements

Swap Request Initiation
"As a team lead, I want to initiate swap requests in Slack so that I can quickly adjust assignments based on team members’ availability without leaving my chat environment."
Description

Enable teammates to create and submit swap requests directly within Slack, selecting tasks or shifts they wish to exchange and specifying preferred replacement teammates. The system should present a clear UI with dropdowns of current assignments, date/time selectors, and optional notes, ensuring seamless integration with Looply’s recurring task schedules. Upon submission, requests are stored in the backend with relevant metadata, triggering subsequent approval processes and notifications.

Acceptance Criteria
Swap Request Form Display in Slack
Given a teammate types "/looply swap" in any Slack channel, When the Swap Station modal opens, Then the modal displays a dropdown of the teammate’s current recurring tasks, a date/time selector for the swap, and an optional notes text area.
Task Selection for Swap Request
Given the Swap Station modal is open, When the teammate clicks the current assignment dropdown, Then all active tasks scheduled for that teammate appear in the list sorted by due date.
Preferred Teammate Selection
Given a task is selected to swap, When the teammate clicks the replacement dropdown, Then the list shows only teammates eligible for that task’s rotation, excluding the requester.
Submitting the Swap Request
Given the form fields are populated with a task, date/time, and optional note, When the teammate clicks “Submit Request,” Then the request button activates only if required fields are filled, and a confirmation message appears in Slack.
Metadata Storage and Notification Trigger
Given a swap request is submitted, When the backend receives the request, Then it stores request metadata (requester ID, task ID, preferred teammate ID, timestamp, note) and sends notification messages to the requester and approvers via Slack.
Approval Workflow Engine
"As a team member, I want my swap requests to be reviewed and approved by the appropriate person so that exchanges are validated and align with team policies."
Description

Implement a dynamic approval engine that routes swap requests to designated approvers (e.g., team leads or original task owners) with contextual information and action buttons. Approvers should be able to approve, reject, or request modifications, with each action logged and fed back to the requestor. The engine must handle multi-level approvals, enforce business rules (e.g., no overlapping shifts), and integrate with Looply’s permissions model to ensure secure, auditable decision-making.

Acceptance Criteria
Single-Level Swap Request Approval
Given a user submits a swap request, When the designated approver receives the request in Slack with contextual information and action buttons, Then the approver can approve, reject, or request modifications, and the system notifies the requestor within 2 minutes with the decision.
Multi-Level Approval for Critical Shifts
Given a swap request for a critical shift requiring both team lead and department head approval, When the team lead approves, Then the system forwards the request to the department head, and upon final decision, notifies the requestor and logs both approval actions.
Overlap Restriction Enforcement
Given a swap request conflicts with existing assignments, When an approver attempts to approve, Then the system blocks the approval and displays an overlap conflict error citing the conflicting shift details.
Permission-Based Access Control
Given a user lacking approval permissions attempts to act on a swap request, When they click approve or reject, Then the system denies the action, displays an unauthorized access message, and logs the attempt.
Audit Trail Logging
Given any approver action (approve, reject, request modifications), When the action is taken, Then the system logs the action with timestamp, user ID, action type, and any comments, and makes the log entry retrievable via the audit endpoint.
Availability & Preference Matching
"As a team member, I want to see recommended swap partners based on my availability and preferences so that I can find suitable exchanges faster."
Description

Introduce an availability matching module that cross-references teammates’ declared free slots and personal preferences to suggest optimal swap partners. The module analyzes calendar data, past swap patterns, and user-defined preferences (e.g., morning vs. evening tasks) to rank potential matches. Suggested matches should appear in the swap request UI, streamlining selection and reducing manual coordination efforts.

Acceptance Criteria
Swap Partner Suggestions Based on Availability
Given a teammate has declared free time slots for the upcoming week When they initiate a swap request Then the system cross-references available slots of all teammates and suggests at least three partners whose free slots overlap by at least one hour
Preference-Based Ranking in Swap Requests
Given teammates have defined time-of-day preferences (e.g., morning, afternoon) When the system generates swap partner suggestions Then it ranks suggestions by matching both availability and time-of-day preferences, displaying higher-ranked matches first
Calendar Data Integration Verification
Given a teammate’s calendar is connected When availability data is fetched Then the system imports busy/free slots without errors and updates matched availability within 60 seconds
UI Display of Suggested Matches
Given the system has computed suggested swap partners When the swap request UI is opened in Slack Then it displays each suggested partner’s name, overlapping time slot, and preference match score
Handling Unmatched Swap Requests
Given no teammates match availability or preferences When a teammate submits a swap request Then the system displays a friendly message indicating no matches found and provides an option to adjust availability or preferences
Real-Time Notifications & Reminders
"As a team lead, I want to receive timely reminders about pending swap requests so that I can address them before rotations begin and avoid task gaps."
Description

Build a notification service that sends real-time Slack messages and reminders about pending swap requests, approvals, or rejections. Notifications should include contextual details and direct action buttons (approve, reject, view details). Scheduled reminders should prompt approvers if no action is taken within SLA windows and alert requestors upon final resolution, ensuring timely completion of the swap process.

Acceptance Criteria
Real-time Swap Request Notification
Given a user submits a swap request in Slack When the request is created Then all designated approvers receive a Slack message within 10 seconds containing requester name, task details, and action buttons (Approve, Reject).
Reminder for Pending Approval
Given a swap request remains pending after 1 hour without approver action Then the system sends a reminder notification every 30 minutes to the pending approver until the request is approved or rejected.
Requestor Notification on Approval
Given an approver approves a swap request When the approval action is recorded Then the requestor receives a confirmation Slack message within 5 seconds containing swap details and next steps.
Requestor Notification on Rejection
Given an approver rejects a swap request When the rejection action is recorded Then the requestor receives a rejection Slack message within 5 seconds, including the reason for rejection if provided.
Notification Action Buttons Functionality
Given a user clicks the Approve or Reject button on a notification When the button is clicked Then the system updates the swap request status in real-time, records the action, and disables further action buttons in the original message.
Conflict Detection & Resolution
"As a team member, I want to know immediately if my proposed swap conflicts with existing schedules so that I can adjust my request before submitting."
Description

Deploy a conflict detection layer that automatically identifies scheduling conflicts or rule violations (e.g., overlapping tasks, insufficient coverage) when a swap is proposed. If conflicts arise, the system should block the swap or prompt users with alternative suggestions and require manual override by an authorized approver. All conflict events should be logged for auditability and reporting.

Acceptance Criteria
Overlapping Task Conflict Detection
Given a user proposes a swap that schedules two teammates for the same task period, when the swap is submitted, then the system blocks the swap and displays an ‘Overlapping Task Conflict’ notification.
Insufficient Coverage Prevention
Given a swap that would leave a rotation slot unassigned, when the swap is attempted, then the system prevents the swap and alerts the requester with an ‘Insufficient Coverage’ warning.
Alternative Suggestions Prompt
Given a swap request that triggers a conflict, when the user views the conflict notification, then the system offers at least two valid alternative swap options based on available coverage and existing rotations.
Manual Override with Authorization
Given a blocked swap due to a detected conflict, when an authorized approver submits a manual override, then the system allows the swap and records the approver’s credentials and timestamp.
Conflict Event Audit Logging
Given any blocked or overridden swap event, when the event occurs, then the system logs the event details—including user IDs, conflict type, override status, and timestamp—in the audit log.

Rotation Reminders

Automates Slack notifications sent before and after each rotation cycle, keeping incoming assignees informed and accountable, and reducing the chance of missed handoffs.

Requirements

Pre-Rotation Notification
"As a team lead, I want incoming assignees to receive an automated Slack reminder before their rotation starts so that they’re prepared and we avoid missed responsibilities."
Description

Automatically schedule and send Slack reminders to the incoming assignee a configurable period before each rotation begins. The system will query the rotation schedule, calculate the reminder time based on user-defined lead times, and deliver a direct message or channel mention via the Looply bot. This feature ensures that assignees receive timely prompts, reducing the risk of missed handoffs and improving overall team accountability.

Acceptance Criteria
Reminder Scheduling with Default Lead Time
Given a rotation with the default 24-hour lead time configured, When the rotation’s start time is 24 hours away, Then the Looply bot automatically sends a Slack reminder to the incoming assignee exactly 24 hours before the rotation begins.
Customized Lead Time Notification
Given a user configures a custom lead time of X hours or days, When the rotation’s start time is X hours or days away, Then the Looply bot schedules and sends the reminder at the user-defined lead time.
Direct Message Delivery Confirmation
Given a scheduled pre-rotation notification, When the reminder is delivered, Then the Looply bot sends a direct message to the assignee and logs a delivery confirmation with timestamp and message ID.
Channel Mention Notification
Given a team rotation assigned to a public Slack channel, When the reminder is sent, Then the Looply bot posts a message mentioning @incoming_assignee in the designated channel at the correct lead time.
Failed Message Retry Mechanism
Given a Slack API failure or network error delivering a reminder, When the first send attempt fails, Then the system retries up to 3 times at 5-minute intervals and logs each retry attempt and final status.
Post-Rotation Notification
"As a team lead, I want outgoing assignees to receive an automated Slack notification when their rotation ends so that they can wrap up and hand off tasks properly."
Description

Automatically dispatch Slack notifications to the outgoing assignee immediately after their rotation concludes, confirming task completion and prompting any required handoff actions. This requirement integrates with the rotation schedule to detect cycle ends, triggers a direct message summary, and can optionally tag the next assignee. It enhances visibility into completed rotations and ensures smooth transitions without manual follow-up.

Acceptance Criteria
Dispatch Notification After Rotation End
Given a rotation cycle ends for a task When the system detects the cycle end Then it sends a direct Slack message to the outgoing assignee within 1 minute of cycle end.
Include Task Summary in Notification
Given a completed rotation When the notification is sent Then the message includes the task name, completion status, and any notes provided by the outgoing assignee.
Tag Next Assignee Optionally
Given the next assignee tagging feature is enabled When sending the post-rotation notification Then the message mentions the next assignee’s Slack handle and provides a link to the task.
Handle Missing Schedule Entry
Given a rotation without a defined schedule entry When the system attempts to send a post-rotation notification Then it logs an error to the monitoring system and sends an alert to the admin channel without sending user DMs.
Prevent Duplicate Notifications
Given a rotation cycle ends only once When schedule adjustments or retries occur Then the system ensures only one notification is sent per cycle and discards duplicates.
Customizable Message Templates
"As a team lead, I want to customize the text of rotation reminder messages so that the notifications match our team’s style and include relevant details."
Description

Provide an interface for users to create, edit, and manage templates for pre- and post-rotation reminders. Templates support variables (e.g., {{assignee}}, {{start_time}}, {{next_assignee}}) and formatting options. This requirement empowers teams to tailor messaging tone and content to fit their workflow, improving clarity and engagement while maintaining consistent branding and communication standards within Slack.

Acceptance Criteria
Creating a New Template
Given a user accesses the ‘Create Template’ screen When they enter a unique template name, compose a message including at least one valid variable (e.g., {{assignee}}), apply text formatting, and click ‘Save’ Then the template appears in the template list with the correct name, content—including variables—and formatting preserved
Editing an Existing Template
Given a user selects an existing template from the list When they modify the template body or variables and click ‘Update’ Then the changes are reflected immediately in the list and used in subsequent reminder messages
Using Variables in Templates
Given a user includes variables like {{assignee}}, {{start_time}}, or {{next_assignee}} in a template When the template is used in a rotation reminder Then each variable is replaced with the correct dynamic data from the rotation cycle
Previewing Template Formatting
Given a user is editing or creating a template When they click the ‘Preview’ button Then a modal displays the formatted message with real example values replacing variables and mirrors Slack rendering
Deleting a Template
Given a user decides to remove a template When they click the ‘Delete’ icon and confirm the action Then the template is permanently removed from the list and cannot be applied to any future reminders
Timezone-Aware Scheduling
"As a remote team member, I want rotation reminders sent in my local timezone so that I receive notifications at convenient times and avoid off-hour alerts."
Description

Incorporate timezone support into reminder scheduling so that notifications are delivered at the correct local time for each assignee. The system will detect user timezones from their Slack profile or allow manual overrides, convert rotation times accordingly, and adjust lead times. This ensures global teams receive reminders at appropriate hours, preventing off-hour alerts and respecting individual work schedules.

Acceptance Criteria
Detecting User Timezone from Slack Profile
Given a Slack user with a timezone set in their profile When the system retrieves the user’s profile Then the user’s timezone is correctly stored in Looply’s database
Manual Timezone Override
Given a user does not have or wants to change their Slack profile timezone When the user selects a timezone manually in Looply settings Then the manually selected timezone overrides any profile timezone and is persisted
Scheduling Reminder at Local Time
Given a rotation scheduled for 09:00 UTC When the system calculates notification times Then the reminder is sent at 09:00 in each assignee’s local timezone
Adjusting Lead Times Across Timezones
Given a rotation lead time of 1 hour When scheduling pre-rotation reminders Then each user receives the reminder exactly one hour before their local rotation start time
Handling Daylight Saving Time Changes
Given a user’s timezone observes daylight saving changes When a rotation spans the DST transition Then reminders adjust automatically to maintain the correct local time before and after the change
Reminder Snooze and Escalation
"As an assignee, I want to snooze rotation reminders and escalate if I can’t respond so that important handoffs still happen on time even when I’m delayed."
Description

Enable assignees to snooze reminders directly within Slack and specify a new reminder interval or send an automatic escalation if no acknowledgment occurs within a set timeframe. The system will track snooze responses, reschedule notifications, and notify backups or team leads upon escalation. This requirement adds flexibility for busy users and ensures critical handoffs aren’t overlooked when primary assignees are unavailable.

Acceptance Criteria
User Snoozes Reminder with Custom Interval
Given a user receives a rotation reminder in Slack, when they click "Snooze" and select a custom interval, then the system schedules the next reminder at the specified interval and confirms the new time via Slack message.
Escalation to Backup Assignee After Timeout
Given no acknowledgment from the primary assignee within the configured timeout, when the timeout elapses, then the system sends an escalation notification to the backup assignee and notifies the team lead in Slack.
Recording Snooze Actions in Dashboard
When a user snoozes or dismisses a reminder, then the action is logged in the streak dashboard with the user's ID, timestamp, and selected interval.
Handling Invalid Snooze Interval Inputs
Given a user enters an unsupported snooze interval, when they attempt to confirm, then the system rejects the input with an error message in Slack and prompts the user to choose a valid interval.
Managing Consecutive Snoozes
When a user snoozes a reminder more than the maximum allowed cycles in a single rotation, then the system prevents further snoozes, escalates the task to the backup assignee, and alerts the team lead.
Backup Confirms Task After Escalation
Given an escalation notification is sent to the backup assignee, when the backup clicks "Acknowledge" in Slack, then the system records the acknowledgment, stops further reminders, and updates the rotation status in the dashboard.
Notification History Logging
"As a team lead, I want to view a history of rotation reminders and responses so that I can audit compliance and identify any communication gaps."
Description

Log all sent pre- and post-rotation reminders, snooze events, and escalations in Looply’s dashboard. Records include timestamps, message content, recipient actions, and status updates. This feature provides audit trails for accountability, enables admins to review reminder effectiveness, and supports troubleshooting by offering a clear history of notification events.

Acceptance Criteria
Admin Views Notification History
Given an admin navigates to the Notification History dashboard, When the system loads the data, Then all logged reminders, snoozes, and escalations are displayed in chronological order with timestamp, message content, recipient action, and status.
Logging Pre-rotation Reminders
Given a pre-rotation reminder is sent to an assignee, When the message dispatch is successful, Then the system logs an entry capturing the timestamp, message content, recipient ID, and status 'sent'.
Logging Snooze Actions
Given a recipient snoozes a reminder, When the snooze action is confirmed, Then the system logs an entry capturing the snooze timestamp, snooze duration, original reminder ID, and updated status 'snoozed'.
Logging Escalation Events
Given a reminder is escalated due to no acknowledgment, When the escalation process completes, Then the system logs an entry with escalation timestamp, original recipient ID, new recipient ID, message content, and status 'escalated'.
Exporting Notification History
Given an admin requests an export for a specified date range, When the export is generated, Then the system provides a downloadable file containing all logged events with fields for timestamp, event type, message content, recipient ID, and status.

Performance Dashboard

Provides a visual analytics hub displaying rotation fairness, task completion times, and individual workloads. Helps team leads identify imbalances and continuously optimize rotation strategies.

Requirements

Real-time Metrics Visualization
"As a team lead, I want to view real-time visual metrics on task rotations so that I can quickly assess team performance and intervene when necessary."
Description

The dashboard must display live-updating performance metrics—such as average task completion time, pending task count, and completion rates—using interactive charts and gauges integrated directly into the Looply interface in Slack. This functionality allows team leads to quickly grasp current status, identify anomalies, and make informed decisions without switching tools.

Acceptance Criteria
Live Average Task Completion Time Display
Given the team lead opens the Performance Dashboard in Slack, when a task is completed then the Average Task Completion Time gauge updates within 5 seconds to reflect the new average.
Pending Task Count Monitoring
Given tasks cross their due time, when the dashboard refreshes then the Pending Task Count metric displays the correct number of overdue tasks in real time without manual refresh.
Task Completion Rate Visualization
Given multiple users complete recurring tasks, when viewing the dashboard then the Completion Rate interactive chart shows the percentage of tasks completed per rotation with tooltips for usernames, updating dynamically as tasks are marked done.
Rotation Fairness Assessment
Given a team with uneven task assignments, when accessing the Rotation Fairness bar chart then each member's assignment count is calculated correctly and deviations over 20% are visually highlighted.
Performance Dashboard Responsiveness
Given the dashboard is accessed on various devices, when viewed in Slack desktop and mobile clients then all charts and gauges render correctly without overflow or misalignment, maintaining readability and interactivity.
Rotation Fairness Analysis
"As a team lead, I want the dashboard to highlight imbalances in task rotations so that I can redistribute work fairly among team members."
Description

The system should calculate and visualize rotation fairness scores by comparing individual task assignments over configurable time periods, highlighting imbalances with clear indicators and suggestions for adjustment. This requirement ensures equitable distribution of recurring tasks, promotes accountability, and helps maintain team morale.

Acceptance Criteria
Monthly Fairness Score Calculation
Given a team with recurring tasks over a one-month period, when the period completes, then the system calculates a fairness score with two-decimal precision and displays it within 5 seconds.
Configurable Time Period Adjustment
Given a user selects a custom time period, when the period is updated, then the system recalculates and updates the fairness score and visualization accordingly, and stores previous period scores for historical access.
Imbalance Highlighting
Given fairness scores are calculated, when any individual’s score deviates by more than 20% from the team average, then the system flags that individual’s entry with a red indicator on the dashboard.
Actionable Suggestion Generation
Given an imbalance is detected, when the system identifies deviation beyond threshold, then it generates at least one actionable suggestion for task reassignment and displays it under the suggestions section.
Fairness Score Visualization
Given the performance dashboard is opened, then fairness scores for the selected period are displayed as a sortable bar chart with clear legends and tooltips showing exact values.
Task Completion Trend Charts
"As a team lead, I want to analyze historical task completion trends so that I can identify patterns and optimize our rotation strategy."
Description

The dashboard must offer historical trend charts displaying task completion times and volumes over daily, weekly, and monthly intervals, with the ability to drill down into specific tasks or team members. This insight enables trend analysis, helps identify process bottlenecks, and supports continuous process improvements.

Acceptance Criteria
Daily Task Completion Trends
Given the team lead views the dashboard and selects the daily interval, when the chart loads, then it displays the number of tasks completed for each of the last 7 days and updates within 2 seconds.
Weekly Task Volume Comparison
Given the team lead switches to the weekly view, when the chart is displayed, then it shows total tasks completed for each of the last 4 weeks and highlights any week with a completion rate drop greater than 10%.
Monthly Completion Time Averages
Given the team lead selects the monthly interval, when viewing the trend chart, then the average completion time per task for each of the last 6 months is shown accurately within a 1-minute margin compared to raw data.
Task and Member Drilldown
Given the team lead clicks a data point for a specific period, when drilling down, then a detailed view lists tasks and responsible team members with individual completion times and applies any active filters correctly.
Chart Responsiveness and Loading
Given any time interval is selected, when the trend charts render, then all charts fully load within 3 seconds on a 5Mbps connection without UI freezing or errors.
Workload Distribution Breakdown
"As a team lead, I want to see each member’s workload distribution so that I can redistribute tasks before deadlines are missed."
Description

Provide a detailed breakdown of individual workloads by displaying the number of tasks assigned, completed, and overdue per team member using sortable tables and bar graphs. This feature integrates with Slack notifications to surface workload alerts, empowering leads to balance team capacity proactively.

Acceptance Criteria
Reviewing workload distribution overview
Given a team lead accesses the Workload Distribution Breakdown page When the page loads Then the system displays a sortable table showing for each team member the number of tasks assigned, completed, and overdue within the selected period, and a bar graph visualizing the same metrics.
Filtering tasks by completion status
Given a team lead selects the ‘Overdue’ filter on the Distribution Breakdown table When the filter is applied Then only team members with overdue tasks are displayed and the bar graph updates to reflect the filtered data.
Sorting team members by overdue task count
Given the Distribution Breakdown table is visible When the team lead clicks on the ‘Overdue’ column header Then the table sorts team members in descending order of overdue task count and the corresponding bar graph reorders data accordingly.
Viewing bar graph insights
Given the bar graph is displayed When the team lead hovers over any bar Then a tooltip appears showing the exact counts of assigned, completed, and overdue tasks for that team member.
Receiving Slack alerts for imbalances
Given a workload imbalance threshold is met (e.g., any team member has more than 25% overdue tasks compared to average) When the system detects the imbalance Then it sends a Slack notification to the team lead containing the team member’s name, overdue count, and recommended action.
Customizable Dashboard Filters
"As a team lead, I want to filter dashboard metrics by project and time frame so that I only see the data relevant to my current focus."
Description

Allow users to filter dashboard data by date range, team segments, task categories, and custom tags, with the option to save filter presets for quick access. This capability ensures that team leads can tailor the analytics view to their unique workflows and priorities.

Acceptance Criteria
Filtering by Date Range
Given the user selects a valid start date and end date on the date picker, when the user applies the filter, then the dashboard updates to display only tasks and metrics that fall within the selected date range.
Filtering by Team Segment
Given the user selects a specific team segment from the segment dropdown, when the filter is applied, then the dashboard displays data only for the selected team segment and excludes all other segments.
Filtering by Task Category
Given the user chooses one or more task categories from the category list, when the filter is applied, then only tasks belonging to the selected categories appear in the analytics view.
Applying Multiple Filters
Given the user configures two or more filter types (date range, team segment, task category), when the user applies all selected filters, then the dashboard displays metrics and tasks that satisfy all applied filter conditions simultaneously.
Saving and Loading Filter Presets
Given the user has configured multiple filters, when the user saves the current filter configuration as a preset and later selects that preset from the saved list, then the dashboard re-applies the exact filter set and updates the view accordingly.

Vacation Shield

Automatically detects out‐of‐office periods and pauses or skips assignments for unavailable members. Reschedules tasks to active teammates to maintain momentum without manual intervention.

Requirements

OOO Status Detection
"As a team member, I want Looply to automatically detect when I'm out of office so that I don't receive tasks I'm unavailable to complete."
Description

Integrate with users’ calendar providers (e.g., Google Calendar, Outlook) via OAuth to retrieve events and identify out‐of‐office periods in real time. Flag any time blocks marked as OOO to automatically inform the task scheduler, ensuring assignments are paused without manual input and reflecting current availability.

Acceptance Criteria
OAuth Connection Setup
Given a user authorizes Looply via OAuth, when authentication completes, then the system retrieves and displays a list of the user’s calendar providers within 10 seconds and securely stores the retrieved access tokens.
OOO Event Retrieval
Given an active OAuth connection, when the calendar sync runs, then the system retrieves all events marked as Out of Office from connected calendars for the past 90 days and next 90 days without missing any entries.
Real-time OOO Flagging
Given a detected OOO event starting within the next minute, then the system automatically flags the user as unavailable in the task scheduler and pauses any new assignments immediately.
Task Reassignment During OOO Period
Given a task assignment is due for a user flagged as OOO, then the system automatically reassigns the task to an available teammate within 2 minutes and notifies both the original and new assignees.
OAuth Token Refresh Handling
Given an expired OAuth access token, then the system automatically refreshes the token using the stored refresh token within 5 minutes and resumes calendar event retrieval without requiring user intervention.
Task Pause on Unavailability
"As a team lead, I want Looply to pause tasks for unavailable team members so that assignments aren't missed or sent to absent users."
Description

When a user’s OOO status is detected, any pending or recurring assignments scheduled during that interval are automatically paused. Paused tasks remain in a holding queue for later rescheduling, preventing duplicate or missed assignments and maintaining a clear audit trail.

Acceptance Criteria
OOO Status Triggers Task Pause
Given a user has an out-of-office status set during a task’s scheduled date When the system processes pending or recurring tasks Then the tasks are automatically moved to the holding queue, notifications to the user are suppressed, and the tasks are removed from the user’s active assignments list
Recurring Task Paused Correctly
Given a recurring task’s next occurrence falls within a user’s OOO window When the scheduler runs Then that occurrence is skipped, not duplicated, and an entry is added to the holding queue with original recurrence metadata
Rescheduled Tasks After OOO
Given tasks are in the holding queue due to a user’s OOO status ending When the OOO period expires Then tasks are automatically rescheduled to the next valid workday and reassigned to the original user or designated teammate, and notifications are sent accordingly
Audit Trail Maintained for Paused Tasks
Given one or more tasks are paused for OOO status When the pause action occurs Then an audit log entry is created for each task—including timestamp, user ID, task ID, and reason—and is viewable in the audit UI
No Pause for Active Users
Given a user does not have an active OOO status When pending or recurring tasks are processed Then tasks proceed as scheduled with notifications sent and assignments unchanged
Automatic Task Reassignment
"As a team lead, I want Looply to automatically reassign tasks from absent members to available teammates so that team momentum isn't disrupted."
Description

Redistribute paused or unassigned tasks due to out‐of‐office periods to active teammates based on configurable workload balancing criteria (e.g., capacity, skill set, existing load). Ensure reassignment respects business rules and logs all changes for transparency.

Acceptance Criteria
Detect Out-of-Office Periods
Given a team member has an out-of-office schedule that overlaps with a task due date, When the OOO flag becomes active, Then the system must identify and flag all affected tasks for reassignment within 5 minutes.
Pause or Skip Assignments
Given tasks are scheduled for an unavailable member, When the reassignment process initiates, Then those tasks are marked as paused or skipped and removed from the unavailable member’s task list.
Reschedule Tasks to Active Teammates
Given a paused or skipped task exists due to an out-of-office period, When workload balancing runs, Then the task is reassigned to the active teammate with the lowest current active task count who meets skill requirements.
Configurable Workload Balancing
Given the team lead has set capacity and skill-set weights, When the reassignment algorithm runs, Then tasks are distributed so no teammate’s workload deviates by more than 10% from their configured capacity.
Audit Logging of Reassignments
Given a reassignment has occurred, When the process completes, Then the system logs the original assignee, new assignee, task ID, timestamp, and balancing criteria used in an audit trail accessible via the admin dashboard.
OOO Notification Alerts
"As a team lead, I want to receive notifications when tasks are paused or reassigned so that I'm informed of changes without manual checking."
Description

Send configurable Slack alerts to team leads and relevant members whenever tasks are paused or reassigned due to detected OOO status. Notifications include original assignee, new assignee (if reassigned), and updated schedule details to keep stakeholders informed.

Acceptance Criteria
Alert on Task Pause Due to Detected OOO
Given a scheduled task assigned to a team member who sets an OOO status or is identified as OOO via calendar integration, When the task’s execution window arrives, Then a Slack alert is sent to the team lead and relevant stakeholders containing the task name, original assignee, reason for pause, and updated pause timestamp.
Alert on Automatic Reassignment After OOO Detection
Given a task requiring completion during an assignee’s OOO period, When the system auto-assigns the task to the next available teammate, Then a Slack notification is delivered to the team lead, original assignee, and new assignee listing original assignee, new assignee, task ID, and updated due date.
Alert on Rescheduled Recurring Task Due to OOO
Given a recurring task scheduled for a member who is OOO, When the recurrence cycle hits during the OOO window, Then the system reschedules the task to the next active teammate and sends a Slack alert with the task title, new assignee, and next scheduled date.
Configurable Alert Preferences Are Applied
Given a team lead’s custom notification settings (channels muted, roles excluded), When an OOO-related alert is triggered, Then alerts are only sent to the configured channels and members in accordance with the lead’s settings.
Notification Message Format Compliance
Given an OOO alert is generated, When building the Slack message, Then it must include structured blocks showing original assignee username, new assignee or 'N/A', task title, updated schedule in ISO 8601 format, and a direct link to the task, and render correctly in Slack.
Rescheduling Rules Configuration
"As a team lead, I want to customize how Looply handles tasks during OOO periods so that it aligns with my team's workflow and preferences."
Description

Offer a settings interface in Looply where team leads define rules for handling tasks during out‐of‐office periods—such as skipping the next occurrence, delaying by a set number of days, or assigning to a backup. Allow customization of automatic handling to fit varied team workflows.

Acceptance Criteria
Pause Task When Member is Out of Office
Given a team member has an approved out-of-office period configured, When the system processes recurring tasks on the member’s scheduled day, Then tasks assigned to the out-of-office member are automatically paused and will not generate notifications
Skip Next Occurrence During Out-of-Office
Given a recurring task and a team member on out-of-office, When the next occurrence falls within the out-of-office dates, Then the system skips that occurrence and schedules the following one per the recurrence pattern
Delay Task by Configured Days
Given a team lead sets a delay rule of X days for out-of-office assignments, When a task occurrence falls during the member’s out-of-office period, Then the system delays the task by exactly X days and notifies the assignee of the new due date
Reassign to Backup Member
Given a recurring task with a designated backup member, When the primary assignee is out-of-office during a task occurrence, Then the task is reassigned to the backup member and a Slack notification is sent to both primary and backup assignees
Fallback to Manual Assignment if No Backup
Given no backup member is configured for a recurring task, When the primary assignee is out-of-office, Then the system flags the task for manual assignment, notifies the team lead, and halts automatic reminders until a new assignee is chosen

Celebration Splash

Automatically sends vibrant celebratory messages—complete with customizable emojis, GIFs, and confetti animations—to Slack channels when users hit streak milestones. This feature amplifies recognition in real time, boosting team morale and reinforcing positive behaviors without any manual effort.

Requirements

Configurable Celebration Triggers
"As a team lead, I want to configure which streak milestones trigger celebratory messages so that I can recognize meaningful achievements and avoid notification overload."
Description

Allows team leads to define specific streak milestones that trigger celebratory messages. Provides a settings interface where admins can select default thresholds or add custom milestone values. Integrates with the streak tracking engine to fire events only when configured milestones are reached, ensuring celebrations are meaningful and tailored to team preferences.

Acceptance Criteria
Default Milestone Thresholds are Pre-populated
Given the admin visits the Celebration Triggers settings page, when no custom milestones have been added, then the default milestone thresholds (e.g., 5, 10, 20) are displayed and selectable.
Admin Adds a Custom Milestone Threshold
Given the admin enters a new milestone value and clicks Save, when the page reloads, then the new value appears in the list and persists across sessions.
Celebrations Trigger Only at Configured Milestones
Given a user completes a streak milestone that is configured, when the milestone is reached, then a celebratory message is posted; and if the milestone is not configured, no message is posted.
Celebration Messages Reflect Configured Milestone Details
Given a milestone is triggered, when the celebration message is generated, then it includes the correct milestone number and any custom emojis or GIFs selected by the admin.
Error Handling for Invalid Milestone Inputs
Given the admin inputs a non-numeric, duplicate, or out-of-range milestone value, when Save is clicked, then the system displays a validation error and does not add the invalid milestone.
Celebration Template Customization
"As a team lead, I want to customize celebratory message templates with specific emojis and GIFs so that celebrations reflect our team's culture and values."
Description

Offers an intuitive UI for creating and customizing celebration templates, including the selection or upload of emojis, GIFs, confetti animations, and text styles. Uses a template engine to render messages dynamically based on user assets and preferences, ensuring each celebration aligns with team culture and branding.

Acceptance Criteria
Creating a New Celebration Template
Given the user opens the template customization UI When the user adds an emoji, a GIF, confetti animation, and text style And clicks Save Then the new celebration template is saved to the user’s template list and appears in the preview
Uploading Custom Emoji
Given the user uploads a 128x128 PNG or SVG emoji file When the upload completes Then the uploaded emoji appears in the emoji selector and can be added to any template
Editing Existing Template
Given the user selects an existing celebration template from the dashboard When the user updates assets or text styles And clicks Save Then the template’s preview and stored version are updated with the new settings
Previewing Celebration Animation
Given the user configures confetti animation parameters When the user clicks Preview Then the UI plays a live rendering of the animation matching the selected settings
Invalid Asset Handling
Given the user attempts to upload a non-supported file format or a file exceeding size limits When the upload is processed Then the system displays an error message and prevents the upload
Slack Message Delivery Mechanism
"As a user, I want celebratory messages to appear automatically in our Slack channel when I hit a milestone so that the team can recognize my achievement in real time."
Description

Implements robust integration with the Slack API to post rich celebratory messages to designated channels. Supports Slack Block Kit formatting, handles API rate limits, automatic retries on failure, and logs errors for monitoring. Ensures reliable, timely delivery of engaging celebrations.

Acceptance Criteria
Standard celebratory message delivery
Given a valid streak milestone event for a user, When the system prepares a celebratory message payload, Then the message is successfully posted to the designated Slack channel within 2 seconds and returns a 200 OK response.
Slack API rate limit encountered
Given the Slack API responds with a rate_limit error, When the system receives the rate limit response, Then it retries the request after the time specified in the Retry-After header and succeeds without manual intervention.
Message formatting via Block Kit
Given a celebratory event with custom emojis, GIFs, and confetti animations, When the payload is constructed, Then the message uses Slack Block Kit formatting specifications and renders correctly with all elements displayed as intended.
Retry mechanism on transient failures
Given a transient network or API failure (e.g., 5xx error), When the first attempt to send the message fails, Then the system automatically retries up to 3 times with exponential backoff and logs each retry attempt.
Error logging upon failed attempts
Given a message delivery attempt ultimately fails after retries, When the final failure occurs, Then the system logs the error details (timestamp, channel ID, payload, error code) to the monitoring service for investigation.
Streak Milestone Monitoring Service
"As a user, I want the system to detect when I reach a streak milestone so that celebratory messages are automatically triggered without delay."
Description

Creates a scalable background service that continuously monitors user streak data in real time. Subscribes to streak update events, evaluates them against configured milestone triggers, and emits celebration events. Optimized for low latency and minimal performance impact on core systems.

Acceptance Criteria
High Velocity Streak Updates
Given the service is subscribed to streak update events, when 100 updates per second are published, then the service processes each event within 500ms with no dropped events.
Configured Milestone Trigger Detection
Given a user reaches a configured streak milestone (e.g., 5 days), when the streak update arrives, then the service evaluates and flags the milestone as triggered.
Celebration Event Emission
Given a milestone is triggered, when the trigger occurs, then the service emits a celebration event containing userID, streak length, and timestamp to the event stream.
System Performance Under Load
Given simulated peak traffic of 10,000 concurrent updates, when tested, then end-to-end processing latency remains under 1 second and CPU usage stays below 70%.
Error Handling and Recovery
Given a downstream service failure, when event emission fails, then the service retries up to 3 times with exponential backoff, logs each failure, and, upon final failure, routes the event to a dead-letter queue.
Admin Permissions and Override Controls
"As a product admin, I want to control who can configure or disable celebration settings so that only authorized team members can manage notifications."
Description

Introduces role-based access controls for celebration settings, allowing only authorized users to configure triggers or templates. Adds manual override options for admins to trigger or suppress individual celebrations. Integrates with existing user roles to maintain security and accountability.

Acceptance Criteria
Authorized User Configures Celebration Settings
Given a user with the 'Celebration Admin' role has logged into the Looply Slack integration When the user navigates to the celebration settings and modifies a trigger or template Then the system saves the changes successfully and displays a confirmation message And subsequent celebrations use the updated triggers or templates
Unauthorized User Attempts to Modify Celebration Settings
Given a user without the 'Celebration Admin' role attempts to access the celebration settings When the user clicks on any configuration option Then the system denies access and displays an 'Insufficient Permissions' error message And no changes are made to the celebration settings
Admin Manually Triggers a Celebration
Given a user with admin permissions accesses the manual override panel in Slack When the admin selects a specific user streak and clicks 'Trigger Celebration' Then the system sends the celebratory message with the correct emojis, GIFs, and confetti animation to the configured Slack channel And logs the manual trigger action with admin identity and timestamp in the audit log
Admin Manually Suppresses a Scheduled Celebration
Given a user with admin permissions views the list of upcoming scheduled celebrations When the admin selects an individual celebration and clicks 'Suppress Celebration' Then the system cancels the selected celebration and ensures no message is sent And logs the suppression action with admin identity, user, streak, and timestamp
System Integrates with Existing User Roles for Access Control
Given user roles are managed in the organization's directory and synced to Looply When a user’s 'Celebration Admin' role is added or revoked externally Then the system automatically grants or revokes access to celebration settings without manual intervention And reflects the updated permissions in real time within the Slack interface

Leaderboard Live

Provides a dynamic, real-time leaderboard posted in Slack, showcasing top point earners and streak champions across the organization. By creating friendly visibility into individual and team performance, it drives healthy competition and keeps everyone motivated to maintain their routines.

Requirements

Real-time Performance Retrieval
"As a team lead, I want the leaderboard to update in real time so that I can see the most current performance metrics and celebrate wins immediately."
Description

Implement a real-time data retrieval mechanism that continuously aggregates and updates users’ point totals and streak statistics from the Looply backend. The system should support high-frequency queries without degrading performance, ensuring the leaderboard always reflects up-to-the-second achievements. Caching strategies and fallbacks must be incorporated to maintain responsiveness under load.

Acceptance Criteria
Initial Leaderboard Load
Given the Slack Workspace is active and the Leaderboard Live feature is initialized When a user opens the Looply leaderboard in Slack Then the system fetches and displays each user’s current point total and streak count within 2 seconds
Continuous Leaderboard Updates Under Normal Load
Given at least one user completes a recurring task When the task completion is recorded in the backend Then the leaderboard reflects the updated point total and streak count for that user within 1 second
High-Frequency Query Handling During Peak Activity
Given over 1000 task completions occur within a 10-second window When the leaderboard is queried by multiple Slack channels Then the system responds to each query within 500 milliseconds without error
Cache Fallback on Backend Unavailability
Given the backend data retrieval fails or times out When the leaderboard is requested Then the system serves the last cached leaderboard data within 300 milliseconds and logs an alert for backend connectivity issues
Streak Calculation Accuracy After Task Completion
Given a user completes a recurring task that extends their streak When the backend aggregates streak data Then the leaderboard displays the correct incremented streak count and updates any streak-related achievements accurately
Dynamic Leaderboard Display
"As a team member, I want to see an interactive leaderboard in Slack that clearly shows standings so that I can benchmark my progress against peers."
Description

Design a responsive, visually engaging leaderboard component that displays top point earners and streak champions. The display must support sorting, filtering by individual or team, and responsive layouts for different Slack viewports. Animations or highlights should draw attention to rank changes and new entrants.

Acceptance Criteria
Initial Leaderboard Load
Given a Slack channel, when the leaderboard component is requested, then the top 10 point earners are displayed in descending order with their avatar, name, points, and streak, and the component renders within 2 seconds.
Team Filter Application
Given the leaderboard is displayed, when a team filter is selected, then only members of that team appear sorted by points and a visible 'Team: [Team Name]' header is shown.
Individual Filter Application
Given the leaderboard is displayed, when a user filters by individual name or ID, then only the matching user's ranking and stats are shown and a clear filter option resets the view to default.
Rank Change Animation
Given the leaderboard is updated, when a user's rank changes, then the user row is highlighted with an animation indicating upward or downward movement showing both previous and new ranks.
Responsive Layout Adaptation
Given the leaderboard is viewed on different Slack viewports, when displayed on mobile or desktop sidebar, then the layout adapts to show name and points prominently without horizontal scrolling and all columns remain legible.
Slack Message Integration
"As a remote team, we want the leaderboard to appear directly in our Slack channel so that everyone can stay informed without leaving our communication hub."
Description

Integrate with the Slack API to post and update the leaderboard in a designated channel. This includes formatting messages with blocks, attachments, and interactive buttons for filtering views or drilling into user details. The integration should handle rate limits gracefully and retry failed posts.

Acceptance Criteria
Initial Leaderboard Post
Given a designated Slack channel is configured for leaderboard posts, when the scheduled leaderboard update runs, then a new message should be posted in that channel formatted with Slack blocks showing top earners, points, and streak details.
Updating Existing Leaderboard Message
Given a previous leaderboard message exists in the channel, when new leaderboard data is available, then the original message should be updated in-place using the Slack API update method, preserving the message timestamp and formatting.
Interactive Filtering of Leaderboard
Given interactive filter buttons are present on the leaderboard message, when a user clicks a filter (e.g., by team or timeframe), then the leaderboard should refresh in the same message to display filtered results without posting a new message.
Error Handling and Retry Mechanism
Given the Slack API enforces rate limits or transient errors occur, when a post or update request fails, then the system should retry the request up to 3 times with exponential backoff and log an error if all retries fail.
Permission Validation
Given an invalid or expired Slack token, when an API call is attempted, then the system should capture the authentication error, retry authentication once, and if it still fails, notify the admin channel and halt further requests without crashing.
Permissions Management
"As an administrator, I want to restrict leaderboard visibility and configuration to authorized users so that sensitive performance data remains secure."
Description

Implement a permissions layer that controls who can view and manage the leaderboard. Admin roles should be able to configure channels, adjust visibility settings, and override updates. Regular users should have read-only access and only see leaderboards for teams they belong to.

Acceptance Criteria
Admin Configures Leaderboard Channels
Given I am an admin user When I access the permissions management interface and select leaderboard channels And I specify Slack channels "#general" and "#random" Then the leaderboard should only post in "#general" and "#random"
Admin Adjusts Visibility Settings
Given I am an admin user When I change the visibility setting to "Team Members Only" Then only users belonging to each team can see that team's leaderboard entries
Admin Overrides Leaderboard Updates
Given I am an admin user And the live leaderboard is updating automatically When I trigger an override in the permissions interface Then the live leaderboard freezes and only updates when I resume updates
Regular User Views Own Team Leaderboard
Given I am a regular user belonging to "Team A" When I view the leaderboard in Slack Then I can see only "Team A" leaderboard entries And cannot see other teams' entries
Regular User Blocked from Unauthorized Leaderboard
Given I am a regular user not belonging to "Team B" When I attempt to view "Team B" leaderboard Then access is denied and I receive an error message "You do not have permission to view this leaderboard"
Update Frequency Configuration
"As a team lead, I want to control how frequently the leaderboard posts updates so that I can balance timeliness with channel noise."
Description

Provide an admin interface within Looply settings to configure how often the leaderboard refreshes in Slack, with options such as every minute, hourly, or daily summary. Changes should apply immediately and respect Slack rate limits.

Acceptance Criteria
Admin sets refresh interval to one minute
Given the admin selects “Every minute” in the refresh frequency dropdown and clicks Save, when the settings are saved, then Looply updates the refresh schedule to 60 seconds and the leaderboard posts to Slack within one minute.
Admin sets refresh interval to hourly
Given the admin selects “Hourly” and saves the configuration, when the settings are applied, then Looply schedules the leaderboard to refresh every 60 minutes at consistent intervals.
Admin sets refresh interval to daily summary
Given the admin selects “Daily summary” and saves the configuration, when the settings are applied, then Looply posts a single daily leaderboard summary to the designated Slack channel at 00:00 UTC.
Immediate application of configuration changes
Given the admin changes the refresh frequency setting, when they save the new value, then Looply stops the previous schedule and immediately begins using the updated schedule without requiring a restart.
Respect Slack rate limits
Given the configured refresh frequency, when multiple refresh executions occur, then Looply ensures API calls to Slack do not exceed 50 calls per minute by queuing or delaying subsequent calls as needed.

Badge Showcase

Creates a dedicated Slack widget or pinned channel post where users can display their earned badges and achievements. This digital trophy case enhances user pride, encourages peer recognition, and inspires others to engage more deeply with recurring tasks.

Requirements

Badge Showcase Widget
"As a team member, I want a widget in Slack that shows my earned badges so that I can proudly display my accomplishments and motivate myself and my colleagues."
Description

A Slack widget pinned to channels or direct messages that displays a user’s earned badges in a visually engaging format, allowing team leads and members to highlight achievements prominently within their workflow. The widget integrates with Looply’s badge service to fetch real-time badge data, supports responsive layouts, and refreshes automatically when new badges are earned, fostering visibility and motivation.

Acceptance Criteria
Initial Badge Showcase Widget Loading
Given a user navigates to a Slack channel or DM with the Badge Showcase widget for the first time, when the widget initializes, then it displays the user’s earned badges within 2 seconds, showing each badge’s icon, name, and date earned; and if the user has no badges, then a placeholder message “No badges earned yet” is shown.
Badge Data Synchronization
Given a user earns a new badge outside the Slack widget, when the badge service notifies Looply, then the new badge appears in the widget within 60 seconds, and the total badge count updates accordingly.
Responsive Layout Display
Given the widget is viewed on a Slack interface, when the viewport width is 600px or less, then badges are shown in a single-column layout; and when the viewport width exceeds 600px, then badges are arranged in a grid with three columns, ensuring no overlap or truncation.
Automatic Badge Refresh
Given the widget is active in a Slack conversation, when a user earns or removes a badge, then the widget automatically refreshes its badge list within 30 seconds without manual intervention, and displays the updated list accurately.
Error Handling for Badge Fetch Failure
Given the widget attempts to fetch badge data and encounters a network error or service failure, when the fetch fails, then the widget displays an error message “Unable to load badges. Retry?” with a retry button; and when the user clicks retry, then the widget reattempts the fetch and clears the error state upon success.
Customizable Showcase Layout
"As a team lead, I want to customize the layout of my badge showcase so that it aligns with our team’s branding and highlights achievements in a way that resonates with our culture."
Description

Allows users to configure the arrangement, size, and style of badges in their showcase widget or pinned post, offering multiple layout options (grid, carousel, list) and theme settings (colors, fonts) to match team branding. The layout settings persist per user and can be previewed live within Slack before saving, improving personalization and engagement.

Acceptance Criteria
Preview Grid Layout Configuration
Given the user opens the layout settings UI and selects “Grid” layout, When they specify the number of columns and click “Preview”, Then the Slack widget updates immediately to display badges arranged in the chosen number of columns in a grid format.
Adjust Badge Size and Style
Given the user chooses a badge size option (small, medium, large) and a style option (bordered, shadowed) in the customization panel, When they click “Preview”, Then each badge in the widget preview reflects the selected size and style accurately.
Apply and Persist Theme Settings
Given the user configures theme colors (primary, secondary, background) and font settings in the layout editor, When they click “Save”, Then the selected colors and fonts are applied to the live widget and remain consistent across sessions.
Reset to Default Layout
Given the user clicks the “Reset to Default” button in the customization menu, When they confirm the action, Then all layout options (layout type, badge size, style, theme settings) revert to the application’s default configuration and the preview updates accordingly.
Share Layout Preview in Channel
Given the user has finalized layout settings and clicks “Share Preview”, When the system posts in the designated Slack channel, Then the post contains an interactive snapshot of the badge showcase that matches the live preview settings exactly.
Badge Detail Modal
"As a user, I want to click on a badge to see its details and related tasks so that I can understand the criteria I met and revisit the associated accomplishments."
Description

Enables users to click on any badge in the showcase to open a detailed modal view showing badge description, date earned, criteria met, and issuer notes. The modal includes links to related tasks or recurring routines within Looply, promoting deeper context and encouraging reflection on achievements.

Acceptance Criteria
Badge Detail Modal Opens on Click
Given a user clicks on a badge in the Badge Showcase, when the click event is registered, then the Badge Detail Modal must open within 200ms, be centered in the viewport, and overlay the current channel content with a backdrop preventing interaction outside the modal.
Badge Detail Modal Displays Accurate Information
Given the Badge Detail Modal is open, when the badge data is fetched from the server, then the modal displays the badge description, date earned, criteria met, and issuer notes exactly as stored in the backend for that badge.
Badge Detail Modal Links Navigate to Related Content
Given a user clicks on a related task or routine link within the Badge Detail Modal, when the link is clicked, then the user is navigated to the corresponding task or routine context in Looply within Slack, and the modal closes.
Badge Detail Modal Is Responsive Across Devices
Given the modal is viewed in different Slack client sizes (desktop, web, mobile), when rendered, then the modal adapts its layout to avoid overflow or content clipping, maintains readability, and preserves all interactive elements.
Badge Detail Modal Meets Accessibility Standards
Given the Badge Detail Modal is active, then all interactive elements must be focusable via keyboard, have appropriate ARIA labels, and text and controls must meet WCAG AA contrast ratios.
Peer Recognition Sharing
"As a team member, I want to share my badges with my channel so that my progress is recognized publicly and encourages others to engage with Looply."
Description

Provides a Slack action or button within the badge showcase that allows users to share badges or entire showcases to specific channels or direct messages, optionally adding personalized messages or tags. This feature leverages Slack’s messaging APIs to post rich previews and ensures permissions adhere to channel visibility, fostering peer recognition across the team.

Acceptance Criteria
Sharing a Single Badge to a Channel
Given a user clicks the 'Share' button on a badge in their showcase, when they select a public or private channel they have access to and click 'Send', then Looply posts a message in that channel containing the badge image, badge title, user's name, and a link to the badge showcase within 3 seconds.
Sharing the Entire Badge Showcase to a Direct Message
Given a user clicks the 'Share Showcase' button, when they choose a direct message recipient and confirm, then Looply sends a direct message containing a collapsible view of all earned badges with thumbnails, titles, and links, including a timestamp, within 5 seconds.
Adding a Personalized Message to a Shared Badge
Given a user opts to include a custom message when sharing a badge, when they enter text up to 200 characters and press 'Send', then the personalized text appears above the badge preview in the shared post without truncation or formatting loss.
Enforcing Sharing Permissions
Given a user attempts to share a badge or showcase to a channel where they lack post permissions or the channel is archived, when they select that channel, then the share action is disabled and an error notification displays stating 'You do not have permission to post in this channel.'
Rich Preview Generation
Given a badge or showcase is shared to a channel or DM, when the message is posted, then Slack displays a rich preview showing the badge icon, title, awarding date, and a link button, and clicking the preview opens the full badge details view in Looply within the Slack app.
Real-Time Badge Notifications
"As a user, I want to receive immediate notifications in Slack when I earn a badge so that I’m instantly aware of my achievements and can celebrate them."
Description

Sends real-time Slack notifications to users when they earn a new badge, including a preview of the badge and a direct link to their badge showcase. Notifications are customizable per user (enable/disable, sound, channel) and integrate with Looply’s notification engine to ensure timely delivery without overwhelming users.

Acceptance Criteria
Badge Earned Notification Delivery
Given a user completes a badge-earning action; When Looply processes the badge award event; Then Looply sends a Slack notification message to the user’s default workspace channel within 5 seconds.
User Notification Preference Customization
Given a user accesses notification settings; When the user toggles badge notifications on or off or selects preferred channel and sound; Then Looply saves these preferences and applies them to subsequent badge notifications.
Badge Preview Display
Given a user earns a new badge; When the notification is delivered; Then the notification includes a correctly rendered image preview of the badge at 300x300 pixels resolution.
Real-Time Notification Latency
Given system load under normal conditions; When a badge is awarded; Then the notification is delivered within 5 seconds 95% of the time and within 10 seconds 100% of the time.
Direct Link to Badge Showcase
Given a user opens the badge notification; When the user clicks the provided link; Then the user is navigated directly to their personal Badge Showcase widget or pinned channel post in Slack and logs view event.
Badge Filtering and Sorting
"As a user, I want to filter and sort my badges by date and type so that I can focus on recent achievements or specific skill milestones."
Description

Implements filtering and sorting controls within the badge showcase widget and pinned post, allowing users to arrange badges by date earned, badge type, or custom tags. Filters are applied in real time and persist across sessions, enabling users to highlight recent accomplishments or specific achievement categories efficiently.

Acceptance Criteria
Filter Badges by Date Earned
Given the user opens the badge showcase widget When the user selects the date range filter “Last 30 days” Then the widget displays only badges earned within the last 30 days
Sort Badges by Badge Type
Given the user opens the badge showcase widget When the user chooses to sort by badge type in ascending order Then all badges are reordered so that badges of the same type appear together alphabetically
Filter Badges by Custom Tags
Given the user opens the badge showcase widget When the user selects one or more custom tags from the filter panel Then only badges matching the selected tags are displayed
Combine Multiple Filters
Given the user applies both a date range filter and a custom tag filter When both filters are active Then the widget displays only badges that meet both the date range and tag criteria simultaneously
Persist User Filter Settings Across Sessions
Given the user applies specific filter and sort settings When the user closes and reopens the badge showcase Then the badge showcase retains and automatically reapplies the user’s previous filter and sort settings

Custom Reward Store

Allows teams to define and manage a catalog of redeemable rewards—such as gift cards, extra time off, or swag—directly within Slack. Users can exchange their accumulated points for perks, turning task completion into a tangible, motivating incentive.

Requirements

Reward Catalog Management
"As a team lead, I want to add and update rewards in the catalog so that I can offer new incentives that align with my team’s interests and budget."
Description

This requirement involves building an intuitive administrative interface within Slack to allow team leads to create, edit, and organize a catalog of redeemable rewards. Administrators will be able to specify reward names, descriptions, point costs, stock levels, images, and categories. The feature integrates directly with the Looply database and Slack commands to ensure that any updates to the catalog are immediately reflected in the user-facing store, improving efficiency and minimizing maintenance. Expected outcomes include streamlined catalog updates, enhanced flexibility to tailor rewards to team preferences, and reduced reliance on external spreadsheets or tools.

Acceptance Criteria
Add New Reward to Catalog
Given an administrator invokes the "/looply reward add" command with valid name, description, point cost, stock level, image URL, and category, When the command is executed, Then the reward is persisted to the Looply database with matching attributes and a confirmation message is displayed in Slack.
Edit Existing Reward Details
Given an administrator invokes the "/looply reward edit" command referencing an existing reward ID and provides updated fields, When the command is executed, Then the catalog entry is updated in the database, and Slack displays a confirmation with the new details.
Remove Reward from Catalog
Given an administrator invokes the "/looply reward remove" command with a valid reward ID, When the command is executed, Then the reward is deleted from the database and no longer appears in subsequent catalog listings, and Slack displays a removal confirmation.
View Reward Catalog via Slack
Given any team member invokes the "/looply rewards list" command, When the command is executed, Then Slack displays a current list of rewards including names, descriptions, point costs, stock levels, images, and categories formatted correctly.
Low Stock Notification for Admin
Given a reward’s stock level falls below the predefined threshold, When the database update occurs, Then Looply sends a direct Slack notification to administrators indicating the reward ID, name, and current stock level.
Reward Redemption Interface
"As a team member, I want to browse and redeem rewards directly in Slack so that I can quickly exchange my points for perks without leaving my workflow."
Description

This requirement defines the user-facing interface that allows team members to browse available rewards and redeem them using their accumulated points within Slack. The interface will support list and grid views, filtering by category, search functionality, and display of reward details including image, cost, and stock availability. Redemption workflows will trigger validation of point balance and stock, then confirm the transaction and deduct points. This integration ensures a seamless, in-context experience without leaving Slack, increasing user engagement and redemption rates.

Acceptance Criteria
Browsing Rewards in List View
Given the user opens the Reward Redemption Interface and selects the list view option, When the interface loads, Then rewards are displayed in a scrollable list showing each reward’s image, name, cost, and stock availability sorted alphabetically.
Filtering Rewards by Category
Given the user clicks the filter icon and selects a specific reward category, When the filter is applied, Then only rewards in the chosen category are shown and an active filter indicator appears.
Searching for a Specific Reward
Given the user enters a keyword into the search bar, When the user submits the search, Then the interface displays only rewards whose title or description contains the keyword, updating immediately as the user types.
Redeeming a Reward with Sufficient Points
Given the user has enough points and clicks the Redeem button on a reward, When the user confirms the redemption, Then the system validates the user’s point balance and stock, deducts the correct amount of points, decrements stock by one, and displays a success confirmation message.
Handling Insufficient Points During Redemption
Given the user’s point balance is less than the cost of the selected reward, When the user attempts to redeem, Then the interface prevents redemption, shows an error message stating insufficient points, and does not alter points or stock.
Preventing Redemption of Out-of-Stock Rewards
Given a reward has zero stock, When the user views or attempts to redeem that reward, Then the Redeem button is disabled or replaced with an Out of Stock label and no redemption action can be initiated.
Points Balance Display
"As a team member, I want to see my current point balance at any time so that I can make informed decisions about which rewards I can afford."
Description

This requirement covers the real-time display of a user’s current point balance within Slack. Users will be able to view their balance via a slash command or by checking a dedicated panel in the Looply app. The feature will update balances instantly after tasks are completed or rewards are redeemed, ensuring accuracy and transparency. Integration with the core Looply task tracking engine guarantees that point accrual and deductions reflect actual activity, fostering trust and motivating continued engagement.

Acceptance Criteria
Slash Command Points Retrieval
Given the user enters the /points slash command in Slack When the command is processed Then Looply returns the user’s current point balance within 2 seconds, formatted as “You have X points,” and the value matches the database record
Panel Points Display on App Load
Given the user opens the Points panel in the Looply app When the panel fully loads Then the UI displays the correct current point balance within 3 seconds, matching the database value and visible in the header
Real-Time Update After Task Completion
Given a user completes a recurring task tracked by Looply When the task completion is registered Then the user’s point balance increments by the task’s point value and both the /points command and the Points panel reflect the new balance within 2 seconds
Instant Deduction After Reward Redemption
Given a user redeems a reward from the Custom Reward Store When the redemption is confirmed Then the user’s point balance decreases by the reward cost and both the /points command and the Points panel update to show the new balance within 2 seconds
Error Message When Balance Unavailable
Given a backend error occurs fetching the user’s point balance When the user requests their balance via slash command or panel Then Looply displays an error message “Unable to retrieve your points at this time. Please try again later.”
Redemption Confirmation and Notifications
"As a team member, I want to receive confirmation and notifications when I redeem a reward so that I am assured my order has been processed correctly."
Description

This requirement establishes a confirmation flow and notification system for reward redemptions. After a user initiates redemption, the system will send a confirmation prompt detailing the reward and point deduction. Upon confirmation, the system will send a success notification to the user and an optional alert to administrators for high-value items. If approval is required (for items above a threshold), an approval request will be sent to the designated approver channel. This integration with Slack’s messaging API ensures clarity in transactions and allows for governance of valuable rewards.

Acceptance Criteria
Redemption Initiation Confirmation Prompt
Given a user selects a reward to redeem When the user submits the redemption request Then the system displays a Slack confirmation prompt containing the reward name, point cost, and ‘Confirm’ and ‘Cancel’ buttons
Successful Redemption Notification Delivery
Given a user confirms the redemption prompt When the redemption is processed successfully Then the system sends a direct message to the user confirming the point deduction and reward redemption
Administrator Alert for High-Value Redemption
Given a user redeems a reward above the high-value threshold When the redemption is confirmed Then the system sends an alert message to the designated administrator channel with user name, reward details, and timestamp
Approval Request Workflow for Threshold Exceedance
Given a user attempts to redeem a reward requiring approval When the user confirms the redemption request Then the system posts an approval request in the approver channel with actionable ‘Approve’ and ‘Reject’ buttons
Failed Redemption Handling
Given a redemption attempt fails due to insufficient points or system error When the system detects the failure Then the user receives a Slack message explaining the failure reason and suggested next steps
Inventory and Stock Control
"As an administrator, I want stock levels to update automatically and block redemptions when out of stock so that I can avoid overselling rewards and maintain accurate inventory."
Description

This requirement implements stock management for each reward, automatically decrementing available quantities on redemption and disabling out-of-stock items in the catalog. Administrators will receive alerts when stock falls below a configurable threshold, and the system will prevent redemptions that exceed available stock. By tying inventory data to the reward catalog and redemption logic, this feature prevents overselling, ensures accurate availability information, and reduces administrative overhead in manual stock tracking.

Acceptance Criteria
Reward Redemption Decrements Stock
Given a reward has stock quantity N, when a user redeems 1 unit then the system updates the stock to N-1 and displays the new quantity in the catalog.
Disable Out-of-Stock Items
Given a reward’s stock reaches zero, when a user views the reward catalog then the out-of-stock reward is marked as disabled and cannot be selected or redeemed.
Low Stock Threshold Alert
Given an administrator configures a low stock threshold T for a reward, when the stock after a redemption is ≤ T then the system sends an alert to the administrator via Slack with reward name and current stock.
Prevent Excessive Redemption Attempts
Given a reward has stock quantity N, when a user attempts to redeem M units where M>N then the redemption is blocked, an error message “Insufficient stock” is shown, and stock remains unchanged.
Concurrent Redemption Stock Integrity
Given multiple users attempt to redeem the same reward simultaneously, when all operations complete then the final stock equals initial stock minus total successful redemptions and never falls below zero.

Team Tournaments

Enables the creation of group-based challenges where small teams compete to earn the most points over a set period. This feature fosters collaboration, strengthens camaraderie, and breaks down silos by aligning recurring tasks with fun, goal-oriented mini-tournaments.

Requirements

Tournament Setup Wizard
"As a team lead, I want a guided setup wizard so that I can quickly and accurately configure new team tournaments without manual configuration errors."
Description

Provide an intuitive, step-by-step interface within Slack for team leads to configure new tournaments by defining teams, point rules, time frames, and custom challenge parameters. The wizard should guide users through each configuration option, validate inputs, offer sensible defaults, and preview tournament settings before activation, ensuring error-free setup and quick initiation of friendly competitions.

Acceptance Criteria
Wizard Launch and Navigation
Given a team lead invokes the Create Tournament command in Slack When the Tournament Setup Wizard launches Then the wizard displays the first step titled 'Define Teams' with Next and Cancel buttons enabled
Team Definition Input Validation
Given the lead is on the Define Teams step When they enter team names and assign members Then duplicate or empty team names trigger inline error messages and disable the Next button, while valid entries enable progression
Point Rules Configuration
Given the lead proceeds to the Configure Points step When they set point values for tasks Then input fields accept only integers between 1 and 100, display default suggestions, and show errors for values outside the range
Time Frame and Schedule Setup
Given the lead reaches the Schedule step When they select start date, end date, and recurrence pattern Then the calendar widgets disable past dates, prevent end dates before start dates, and default to a weekly recurrence
Preview and Confirmation
Given all configuration steps are complete When the lead reviews the Summary step Then the wizard displays a complete settings overview and enables the Activate Tournament button, and clicking it creates the tournament and shows a confirmation message
Point Allocation Engine
"As a participant, I want points to be calculated automatically for each task so that I can trust the leaderboard reflects accurate and up-to-date scores."
Description

Implement a flexible scoring system that automatically awards points for completed recurring tasks based on configurable criteria such as difficulty, timeliness, and streak bonuses. The engine must support custom point weights per task, real-time calculations, and adjustments to accommodate special events or bonus rounds, ensuring fair and transparent competition.

Acceptance Criteria
Default Points Awarding
Given the default configuration where difficulty is set to 1 and no streak applies, when a recurring task is marked complete, then the system awards the base point value to the completing team and logs the point transaction.
Timeliness Bonus Application
Given a task completed within 24 hours before its due time, when the task is marked complete, then the system applies the defined timeliness bonus percentage to the base points and awards the increased total.
Custom Point Weight Configuration
Given an administrator has set a custom point weight of 2 for 'High Priority' tasks, when a 'High Priority' task is completed, then the system multiplies the base point value by 2 and adds the result to the team's score.
Real-Time Score Update
Given a team's current score is displayed on the leaderboard, when a task completion event occurs, then the leaderboard updates the team's total score within 2 seconds to reflect the new points.
Bonus Round Adjustment
Given an active bonus round with a 1.5x point multiplier, when a task is completed during the bonus period, then the system applies the multiplier to the calculated points and records the bonus application in the audit log.
Real-Time Leaderboard Display
"As a team member, I want to see an updated leaderboard in real time so that I can track my team’s progress and stay motivated."
Description

Develop a dynamic, in-thread leaderboard in Slack that updates instantly as points are earned, showing team rankings, point differentials, and recent achievements. The display should allow users to expand for historical views or collapse for brevity, ensuring visibility of standings at a glance and fostering healthy competition.

Acceptance Criteria
Real-Time Leaderboard Update
Given a user completes a task and earns points in Slack When the task completion is registered by Looply Then the leaderboard in the thread updates within 2 seconds to reflect the new total score.
Leaderboard Collapse and Expand
Given the leaderboard is visible in a thread When a user clicks the collapse button Then the leaderboard hides historical details and shows only top-level standings When the user clicks the expand button Then the leaderboard displays full details including point changes and timestamps.
Historical Leaderboard View
Given a user accesses the leaderboard thread When the user selects 'View History' Then the system displays the leaderboard for previous tournament periods sorted by date.
Point Differential Display
Given two or more teams have scores in the leaderboard When the leaderboard updates Then each team's entry shows the points difference to the team directly above it.
Recent Achievements Highlight
Given a team member unlocks an achievement When the leaderboard updates Then a 'Recent Achievements' section appears showing the achievement name, member, and time earned.
Automated Notifications & Reminders
"As a participant, I want timely reminders and updates in Slack so that I don’t miss deadlines and can stay on top of the tournament."
Description

Configure automated Slack notifications and personalized reminders that prompt teams and individuals about upcoming deadlines, leaderboard updates, and tournament milestones. Notifications should be customizable by frequency, channel, and recipient, ensuring participants stay engaged and informed without manual follow-ups.

Acceptance Criteria
Deadline Reminder Config Setup
Given a team lead has set up a recurring task with a deadline When they configure automated reminders for that deadline Then Slack notifications are sent to the specified users at the configured times without manual intervention
Leaderboard Update Notification
Given a tournament is in progress When the leaderboard is updated Then a notification summarizing team rankings is automatically sent to the tournament channel immediately after the update
Tournament Milestone Reminder
Given a milestone is defined for a tournament When the milestone date is within 24 hours Then personalized reminders are sent to all team members assigned to the milestone
Custom Frequency Notification Preference
Given a user has selected daily reminders at a specific time for tournament progress When the preference is saved Then reminders are sent at the exact time each day to the user’s direct messages
Channel-based Notification Delivery
Given a notification type (deadline, leaderboard, milestone) and a target Slack channel When the notifications are triggered Then they are posted in the correct channel and visible to all channel members
Tournament Analytics & Reporting
"As a team lead, I want detailed analytics after a tournament ends so that I can evaluate performance and plan better tournaments in the future."
Description

Offer a post-tournament analytics dashboard that aggregates performance metrics such as task completion rates, point distributions, streak retention, and engagement trends. Reports should be exportable and shareable, enabling team leads to review outcomes, gather insights, and iterate on future challenges for continuous improvement.

Acceptance Criteria
Reviewing Tournament Performance on Analytics Dashboard
Given a completed tournament, when the team lead opens the Tournament Analytics Dashboard, then the dashboard loads within 3 seconds and displays: task completion rates by team, point distribution chart, streak retention metrics, and engagement trend line for the tournament period.
Exporting Tournament Report for External Review
Given the Tournament Analytics Dashboard is open, when the user selects the export option and chooses CSV, then a CSV file containing task completion rates, point distributions, streak retention stats, and engagement trends is generated and downloaded within 2 seconds.
Sharing Analytics Report via Slack
Given the user is viewing the Tournament Analytics Dashboard, when the user clicks “Share to Slack” and selects a channel, then a message with a summary of key metrics and a link to the full report is posted in the chosen Slack channel within 5 seconds.
Analyzing Multi-Tournament Streak Retention Trends
Given the user selects two or more past tournaments on the analytics dashboard, when the user views the streak retention trends, then the dashboard displays a comparative trend graph for the selected tournaments covering up to 6 months of data.
Filtering Tournament Metrics by Team and Date Range
Given the Tournament Analytics Dashboard is open, when the user applies filters for a specific team and date range, then all charts and tables update within 1 second to reflect only the metrics for the selected team and period.

Milestone Moments

Generates automated highlight reels—comprising starred messages, achievement stats, and personalized shoutouts—whenever users reach significant streak lengths. Shared in Slack channels, these moments celebrate progress visually, reinforcing long-term commitment and continuous improvement.

Requirements

Automated Reel Generation
"As a team member, I want an automated highlight reel whenever I achieve a streak milestone so that my progress is visibly celebrated without manual effort."
Description

System automatically compiles starred messages, achievement statistics, and personalized shoutouts into a concise highlight reel whenever a user reaches a predefined streak milestone.

Acceptance Criteria
Milestone Streak Achieved Triggers Reel Generation
Given a user reaches the predefined streak milestone, when the system detects the streak completion, then a highlight reel containing starred messages, achievement statistics, and personalized shoutouts is automatically generated.
Reel Compilation Includes Starred Messages, Stats, and Shoutouts
When generating the highlight reel, the system includes all user-starred messages from the streak period, aggregates achievement statistics (total tasks completed, streak length), and appends personalized shoutouts for each significant achievement.
Highlight Reel Delivered in Correct Slack Channel
Given the highlight reel is generated, when the reel is ready, then it is posted in the designated Slack channel associated with the user’s team automatically within 2 minutes.
Personalized Shoutouts Render Correct User Information
When adding personalized shoutouts to the highlight reel, then each shoutout displays the correct user name, task name, and date of achievement as stored in the user profile.
Fallback Handling When No Starred Messages Exist
Given there are no starred messages during the streak period, when generating the highlight reel, then the system still produces the reel with achievement statistics and shoutouts and displays a message stating “No starred messages to display.”
Customizable Highlight Templates
"As a team lead, I want to customize highlight reel templates so that celebrations align with our team’s style and branding."
Description

Provide adjustable templates for highlight reels, allowing teams to select themes, color schemes, and layouts that align with their brand identity and preferences.

Acceptance Criteria
Selecting a Brand Color Scheme
User can choose primary and secondary colors from a predefined palette; User can enter custom hex codes and receive validation errors for invalid codes; Selected colors are immediately applied to the preview; Color settings are saved and applied to all future highlight reels for the team workspace
Choosing a Layout Template
User can select from at least three distinct layout options (e.g., grid, timeline, single-slide); The chosen layout is reflected in the preview pane; Layout selection is saved and applied to the next generated highlight reel
Applying a Team Logo
User can upload a logo in PNG or JPEG format up to 2MB; System rejects unsupported file types or oversized files with an error message; Uploaded logo appears in the designated position in the preview; Logo selection is saved for all subsequent highlight reels
Previewing Customized Template
User can click a “Preview” button to generate a sample highlight reel with the selected theme, colors, layout, and logo; Preview matches all selected settings exactly; Preview loads within 5 seconds
Saving Default Template Settings
User can save current customizations as the default template; Default template settings persist across user sessions and workspace members; User can reset to system default with a single action
Real-Time Notification Dispatch
"As a team member, I want to receive immediate notifications in Slack when a milestone reel is posted so that I’m aware and can join in the celebration."
Description

Instantly share highlight reels in designated Slack channels with configurable notification options to ping individual users or groups for immediate recognition.

Acceptance Criteria
Individual Streak Highlight Notification
Given a user completes a streak of 7 consecutive days, When the system generates the highlight reel, Then the reel including starred messages, achievement stats, and personalized shoutout is posted in the user’s designated Slack channel with an @mention to the user, and the notification is delivered within 5 seconds.
Team Streak Group Notification
Given a team achieves a collective streak milestone of 30 days, When the highlight reel is ready, Then the reel is posted in the configured team Slack channel with a group mention (e.g., @team) and is visible within 5 seconds, ensuring all team members receive the notification.
Custom Channel Configuration
Given an administrator sets a custom Slack channel (e.g., #project-alpha) and disables direct mentions, When a highlight reel is dispatched, Then the reel is posted only to the specified channel without any @mentions and appears within 5 seconds.
Notification Preference Enforcement
Given a user’s notification preference is set to silent mode (no pings), When a highlight reel is sent, Then the system posts the reel to the designated channel without sending any @mentions or direct messages to the user.
Slack API Failure Recovery
Given the Slack API returns an error during notification dispatch, When the system attempts to post a highlight reel, Then it retries the post up to three times with exponential backoff and logs each failure; if all retries fail, a failure record is created for review.
Analytics Integration
"As a manager, I want to see analytics on highlight reel engagement so that I can gauge their effectiveness in boosting team morale."
Description

Track engagement metrics for each highlight reel—such as views, reactions, and shares—within the dashboard to measure impact on team motivation and continuous improvement.

Acceptance Criteria
Dashboard Metrics Display
Given a highlight reel exists, when the analytics dashboard is opened, then the total views, reactions, and shares for that reel are displayed correctly within 5 seconds.
User Interaction Logging
For every view, reaction, or share of a highlight reel, an event is logged with timestamp, user ID, reel ID, and action type; and these logs are stored in the analytics database.
Reel Reaction Aggregation
Given multiple channels share the same highlight reel, when aggregated metrics are requested, then the dashboard shows combined and channel-specific counts of views, reactions, and shares.
Data Refresh and Accuracy
When new interaction data is available, then the analytics dashboard automatically refreshes within 60 seconds, ensuring displayed metrics are never older than one minute.
Permissions and Access Control
Only users with the ‘Team Lead’ or ‘Admin’ role can access the analytics dashboard, and unauthorized users receive a ‘403 Forbidden’ response when attempting access.
User Opt-In Controls
"As a privacy-conscious user, I want to opt out of highlight reels so that I have control over my personal recognition."
Description

Allow users to opt in or out of public recognition, adjusting privacy settings to control if and when they appear in highlight reels shared in Slack.

Acceptance Criteria
Enabling Public Recognition
Given the user is on the privacy settings page with milestone moments feature available When the user toggles the public recognition switch to "On" and clicks "Save" Then the system persists the setting and includes the user's highlight reel in subsequent milestone moments shared in Slack
Disabling Public Recognition
Given the user has previously opted in to public recognition When the user toggles the public recognition switch to "Off" and clicks "Save" Then the system persists the setting and excludes the user's highlight reel from all future milestone moments shared in Slack
Default Privacy Setting Upon Sign-Up
Given a new user completes the sign-up process with milestone moments enabled Then the public recognition setting defaults to "Off" on initial load of the privacy settings page And no highlight reel is posted to Slack until the user explicitly opts in
Changing Privacy Setting Post-Opt-In
Given a user previously opted in to public recognition and has an upcoming milestone within 24 hours When the user changes the public recognition setting to "Off" Then the system applies the updated setting to the upcoming milestone and excludes the highlight reel from posting
Bulk Opt-In for Team Members
Given a team lead is managing multiple users in the team settings page When the lead selects a subset of users and applies the "Enable Public Recognition" bulk action Then the system updates each selected user's setting to "On" And sends a confirmation message to each affected user via Slack DM

Role Tailor

Automatically generates and customizes onboarding checklists based on the new hire’s role, department, and seniority, ensuring each employee receives only relevant tasks and resources for a faster, more focused ramp-up.

Requirements

Role & Department Selector
"As an HR manager, I want to select a new hire’s role and department so that the onboarding checklist only includes relevant tasks."
Description

A user interface component allowing HR or hiring managers to select the new hire’s role and department from predefined organizational lists. This input drives the customization engine, filtering tasks to include only those relevant to the specific position and team. It integrates with the company’s existing role and department data sources to ensure accurate mappings, reducing manual configuration time and preventing irrelevant onboarding items.

Acceptance Criteria
Role and Department List Display
Given the HR user navigates to the onboarding setup page When the page loads Then the Role dropdown displays all active roles and the Department dropdown displays all active departments from the organizational data source
Role and Department Data Sync
Given the organizational role and department data is updated externally When the HR user refreshes the onboarding setup page Then the dropdowns reflect the latest roles and departments within 5 seconds
Onboarding Tasks Filtering Trigger
Given the HR user selects a Role and a Department When both selections are made Then the system triggers the customization engine to filter and display only onboarding tasks relevant to the chosen Role and Department
Invalid Role or Department Handling
Given a mismatch or unavailable Role or Department in the data source When the HR user selects an invalid entry Then an inline validation message appears and the user cannot proceed until a valid selection is made
Selection Persistence and Edit
Given the HR user completes a session and closes the onboarding setup page When the user returns within 24 hours Then the previously selected Role and Department are pre-populated and editable
Seniority Level Configuration
"As a hiring manager, I want to specify a new hire’s seniority level so that the onboarding process matches their experience."
Description

A configuration module that adjusts the onboarding checklist complexity based on the new hire’s seniority (e.g., junior, mid-level, senior). The system references the selected role and department to tailor task difficulty, resource allocation, and support materials. This ensures entry-level hires receive foundational training while senior hires receive advanced onboarding, optimizing ramp-up time and learning outcomes.

Acceptance Criteria
Junior New Hire Onboarding Checklist Generation
Given a new hire with seniority level 'Junior' and assigned department, when the onboarding checklist is generated, then it includes at least 80% foundational tasks, excludes tasks marked 'Advanced', and provides beginner-friendly resource links.
Mid-level New Hire Onboarding Checklist Generation
Given a new hire with seniority level 'Mid-level' and assigned department, when the onboarding checklist is generated, then it includes a balanced mix of foundational and intermediate tasks, with at least 40% intermediate-level tasks and corresponding resource allocations.
Senior New Hire Onboarding Checklist Generation
Given a new hire with seniority level 'Senior' and assigned department, when the onboarding checklist is generated, then it includes only advanced-level tasks, excludes basic tasks, and assigns mentorship session resources.
Seniority Level Change Updates Existing Checklist
Given an existing onboarding checklist, when the admin updates the new hire’s seniority level, then the system automatically reconfigures the checklist to match the new complexity level without losing prior task completion statuses.
HR Admin Configures Seniority Tiers and Task Rules
Given an HR admin accesses the Seniority Level Configuration module, when they add or modify seniority tiers and associated task complexity rules, then changes are saved successfully and applied to all subsequent onboarding checklist generations.
Template Management Console
"As an administrator, I want to create and manage onboarding templates so that I can maintain standardized tasks for different roles."
Description

An administrative interface for creating, editing, cloning, versioning, and archiving onboarding templates. Administrators can define role-specific and department-specific task lists, assign owners, set deadlines, and attach resource links. This centralized system ensures consistency, maintainability, and easy updates across multiple hiring waves and organizational changes.

Acceptance Criteria
Create New Onboarding Template
Given the administrator is logged into the Template Management Console When they select 'Create Template' and provide a unique template name, role, department, owners, tasks, deadlines, and resource links Then the console saves the template and displays it in the template list with correct metadata
Edit Existing Template
Given an existing template is selected in the console When the administrator modifies task lists, owners, deadlines, or resource links and saves changes Then the console updates the template and reflects all modifications in the template details view
Clone Onboarding Template
Given an existing template is selected When the administrator chooses 'Clone' and specifies a new template name and version details Then the console creates a duplicate template with identical properties except for the new name and version, and displays it in the list
Version Control of Templates
Given multiple versions of a template exist When the administrator views template history Then the console lists all versions with timestamps, authors, and change summaries, and allows reverting to a previous version
Archive Template
Given the administrator selects 'Archive' on a template When they confirm the archive action Then the template is removed from the active list, marked as archived, and no longer available for use in new onboarding workflows but remains in the archive view
Dynamic Checklist Generator
"As a new hire, I want to receive a customized checklist so that I know exactly what tasks I need to complete and when."
Description

An engine that automatically compiles a personalized onboarding checklist by aggregating tasks from relevant templates based on the new hire’s role, department, and seniority. It orders tasks according to dependencies and deadlines, and presents a clear, step-by-step list within the Looply dashboard. This automation enhances accuracy and reduces administrative overhead in onboarding workflows.

Acceptance Criteria
Junior Developer Onboarding Checklist Generation
Given a new hire with role 'Junior Developer' and department 'Engineering', When the onboarding process is initiated, Then the system automatically compiles tasks from Developer and Engineering templates, filters out senior-level tasks, and presents a personalized checklist within 5 seconds.
Task Dependency Ordering
Given a set of tasks with defined dependencies in the onboarding templates, When the checklist is generated, Then tasks are ordered so that prerequisite tasks appear before dependent tasks, ensuring no task violates dependency rules.
Deadline Integration in Checklist
Given an onboarding schedule with specific deadlines for role, department, and seniority, When the personalized checklist is created, Then each task displays the correct deadline, and tasks are highlighted if deadlines fall within the next 48 hours.
Cross-Department Onboarding Checklist
Given a new hire assigned to multiple departments (e.g., Engineering and Product), When generating the checklist, Then tasks from both departments are merged without duplication, sorted by priority, and tagged with their respective department labels.
Dashboard Checklist Accessibility
Given a generated onboarding checklist, When a team lead accesses the Looply dashboard, Then the personalized checklist is visible under the new hire’s profile with clear start dates, progress indicators, and export options enabled.
Slack Integration & Notifications
"As a new hire, I want to get onboarding tasks and reminders via Slack so that I can stay on top of my responsibilities in my primary workspace."
Description

A seamless integration with Slack that delivers the personalized onboarding checklist directly to the new hire’s workspace. It sends automated, scheduled reminders for upcoming or overdue tasks and notifies managers of progress or delays. Leveraging Slack’s messaging API ensures real-time updates and drives accountability within the team’s primary communication channel.

Acceptance Criteria
Delivery of Onboarding Checklist via Slack
Given a new hire profile is created and linked to their Slack ID When Role Tailor generates a personalized onboarding checklist Then a direct message containing the checklist is delivered to the new hire’s Slack workspace within 5 minutes of profile creation
Scheduled Task Reminder Notification
Given a checklist task has a due date When the task is 24 hours away from its due time Then an automated reminder message is sent to the new hire’s Slack channel exactly 24 hours before the due date
Overdue Task Alert to Manager
Given a checklist task remains incomplete 48 hours past its due date When the task crosses the 48-hour overdue threshold Then a notification is sent to the new hire’s manager in Slack, including task details and overdue status
Checklist Progress Update Notification
Given the new hire completes a checklist item When the item status changes to complete in Looply Then a progress update is posted to both the new hire’s and manager’s Slack channels, reflecting the updated streak dashboard
Error Handling in Slack Integration
Given a Slack API failure occurs during message delivery When Looply encounters a delivery error Then the system logs the error, retries delivery twice at 5-minute intervals, and sends an alert to the system administrator if both retries fail

Progress Pulse

Delivers real-time onboarding status updates through a centralized dashboard and Slack notifications, allowing managers and hires to track milestones, upcoming tasks, and completion rates at a glance.

Requirements

Centralized Onboarding Dashboard
"As a manager, I want to view a centralized dashboard showing the real-time onboarding status of my new hires so that I can quickly assess progress and identify bottlenecks."
Description

A responsive web interface within Looply that displays real-time onboarding progress for each new hire. It shows completed milestones, upcoming tasks, and overall completion percentage in a visual format, updating automatically as statuses change. The dashboard integrates with Looply’s data sources to pull live information, offers drill-down capabilities per individual, and includes export options for reporting. It consolidates onboarding visibility into a single view, enhancing accountability and enabling managers to quickly assess team progress.

Acceptance Criteria
Dashboard Real-Time Update
Given a new hire completes a milestone in Looply, when the dashboard refreshes within 30 seconds, then the milestone status and overall completion percentage update accurately.
Drill-Down Individual Detail
Given a manager clicks on a new hire’s progress card, when the detail view opens, then it displays completed and pending tasks with timestamps and provides an export to CSV option.
Responsive Layout Across Devices
Given the dashboard is accessed on desktop, tablet, or mobile, when rendering, then all elements adjust to fit the viewport without horizontal scrolling and maintain a minimum touch target size of 44x44 pixels.
Data Integration Accuracy
Given scheduled sync intervals every 5 minutes, when the dashboard queries data sources, then it retrieves and displays accurate statuses for all hires without missing or duplicate entries.
Export Reporting Functionality
Given a user selects export, when choosing CSV or PDF, then the file contains the current filter selections, timestamp, hire names, milestone statuses, and completion percentages matching the dashboard view.
Real-time Slack Notifications
"As a new hire, I want to receive Slack notifications when I complete a milestone or have upcoming tasks so that I can stay on track without constantly monitoring the dashboard."
Description

Implements an automated notification system that sends Slack messages to managers and new hires when key onboarding milestones are reached, tasks are due within configurable windows (e.g., 24 hours before due), or tasks become overdue. Notifications are customizable by milestone type and frequency, leveraging Slack’s API with secure authentication. This ensures stakeholders receive timely, contextual updates without manually checking the dashboard.

Acceptance Criteria
Manager Receives Milestone Achievement Notification
Given a new hire completes an onboarding milestone, when the system logs the milestone completion, then within 60 seconds a Slack message is sent to the manager’s channel containing the hire’s name, milestone title, and timestamp.
New Hire Receives Upcoming Task Reminder
Given a task is due within the user-configured reminder window of 24 hours, when the current time enters that window, then a direct Slack message is sent to the new hire with task details and due date, and no duplicate reminders are sent for the same task.
Stakeholder Receives Overdue Task Alert
Given a task’s due date has passed without completion, when the system detects the overdue status at the next polling interval, then a Slack notification is sent to all configured stakeholders listing overdue tasks and days overdue.
Notifications Honor User Preference Settings
Given a user updates their notification frequency or milestone type preferences, when the changes are saved, then future Slack notifications conform to the updated settings within five minutes and no notifications outside those preferences are sent.
Secure Slack API Authentication Validated
Given the integration is configured, when the system connects to Slack’s API, then it authenticates using stored OAuth tokens over HTTPS, verifies token validity by fetching the bot’s profile, and logs any authentication errors without exposing token details.
Automated Milestone Tracker
"As a product owner, I want the system to automatically track and update onboarding milestones so that data remains accurate and up-to-date without manual intervention."
Description

A backend service that defines, tracks, and updates onboarding milestones for different roles and departments. It calculates completion rates, logs activity for audits, and emits events when statuses change. The service supports custom milestone configurations per department, ensuring consistent tracking across varied onboarding paths. It serves as the data backbone for both the dashboard and notification modules.

Acceptance Criteria
Configuring Department-Specific Milestones
Given an admin user with valid permissions When they submit a milestone configuration payload for the Sales department Then the service stores the configuration linked to 'Sales' and returns confirmation status; And a subsequent GET request for the Sales department returns the same set of milestones.
Calculating Onboarding Completion Rates
Given a hire with five defined milestones When three milestones are marked 'completed' Then requesting the completion rate returns 60% (3/5) with ±0.1% tolerance; And for hires with zero milestones the completion rate is 0%.
Logging Milestone Updates for Audit
Given a milestone status update request When the service processes the update Then it creates an audit log entry containing the userID, milestoneID, previous status, new status, and timestamp; And the entry is persisted in the audit_log table and retrievable via audit API.
Emitting Events on Status Change
Given a change in milestone status from 'pending' to 'completed' When the service updates the status Then it emits an event to the message broker with payload including milestoneID, userID, oldStatus, newStatus, and timestamp; And the event conforms to the predefined event schema.
Retrieving Role-Based Milestone Paths
Given a role identifier for 'Software Engineer' When requesting the milestone path Then the service returns the custom-configured list of milestones for 'Software Engineer' as defined in the configuration; And the order of milestones matches the configured sequence.
Scheduled Task Reminder Service
"As a manager, I want the system to remind my new hire of upcoming onboarding tasks so that they complete them on time and avoid delays."
Description

A scheduling module that sends automated reminders to new hires and managers for tasks due in configurable intervals (e.g., 48 hours before, on due date). Reminders are delivered via Slack and email, with settings adjustable by task priority and type. The service reduces missed deadlines by proactively alerting users and integrates with existing Looply task management systems to fetch due dates and recipient details.

Acceptance Criteria
48-Hour Pre-Due Date Reminder
Given a task with a due date 48 hours ahead and both Slack and email notifications enabled, when the system clock reaches exactly 48 hours before the due date, then a Slack message and an email reminder are sent to the assigned new hire and their manager, and the reminder event is recorded in the dashboard.
On-Due-Date Reminder
Given a task reaches its due date at 09:00 AM local time, when the due date and time are met, then the system dispatches Slack and email reminders to the new hire and manager and updates the task status to “Reminder Sent” on the dashboard.
Priority-Based Interval Configuration
Given a high-priority task with a custom 72-hour reminder interval configured, when the custom interval is reached, then only one Slack and email reminder are sent at 72 hours before due date, and no default reminders are triggered.
Task-Type Specific Reminder Settings
Given a task of type “Compliance Training” configured to only send reminders on the due date, when the due date arrives, then the system sends Slack and email reminders only at that time, without sending any prior reminders.
Looply Integration for Recipient Details
Given tasks created in Looply with due dates and assignees, when the scheduling module polls the Looply API every 15 minutes, then it fetches and updates all upcoming task due dates and recipient details and schedules reminders accordingly without manual intervention.
Role-based Dashboard Access
"As a new hire, I want to see only my own onboarding progress so that I focus on relevant tasks and personal goals."
Description

An access control mechanism that tailors dashboard views based on user roles. Managers can view all hires, team completion rates, and aggregate data, while new hires see only their personal progress and tasks. Permissions are managed via Looply’s authentication system, mapped to Slack identities for seamless login. This ensures appropriate data privacy and visibility across user types.

Acceptance Criteria
Manager Views Team Dashboard
Given a user with the Manager role is authenticated via Slack, When they navigate to the Progress Pulse dashboard, Then they can view a list of all hires, their individual completion rates, and aggregated team progress metrics.
New Hire Views Personal Progress
Given a user with the New Hire role is authenticated via Slack, When they access the Progress Pulse dashboard, Then they only see their own onboarding tasks, milestone statuses, and completion percentage without any team-level data.
Unauthorized User Access Attempt
Given a user without a valid Looply account or role attempts to access the Progress Pulse dashboard, When they request the dashboard URL, Then the system denies access and displays an "Access Denied" message with HTTP status 403.
Role Assignment via Slack Authentication
Given a user logs in through Slack SSO, When the authentication process completes, Then Looply retrieves their assigned role and presents the corresponding dashboard view immediately.
Role Change Reflects Immediately
Given an administrator changes a user’s role in Looply’s authentication system, When the user next reloads or logs in again, Then the dashboard view updates to match the new role without requiring additional permissions configuration.

Mentor Match

Pairs new hires with experienced team members by analyzing skill sets, availability, and project overlap, fostering early connections, guidance, and knowledge-sharing throughout the onboarding journey.

Requirements

Skill and Availability Matcher
"As a hiring manager, I want the platform to analyze skills and availability of new hires and mentors so that I can quickly identify the most compatible mentor with minimal manual effort."
Description

The system automatically analyzes new hire and mentor profiles by parsing skill tags, project involvement, and calendar availability data to generate compatibility scores, ensuring optimal pairing based on expertise alignment and scheduling feasibility.

Acceptance Criteria
Initial Mentor Match Generation
Given a new hire profile with skill tags and calendar availability and existing mentor profiles, When the matcher algorithm runs, Then the system computes a compatibility score for each mentor incorporating skill alignment and scheduling feasibility, And returns at least three mentors with scores ≥ 0.70 sorted in descending order.
Skill Overlap Threshold Enforcement
Given a new hire’s set of skill tags and multiple mentor profiles, When compatibility scores are calculated, Then mentors with a skill overlap ratio (|S ∩ M| / |S|) of at least 0.50 are included, And all others are excluded from the match list.
Availability Conflict Resolution
Given the new hire’s availability calendar and each mentor’s calendar for the upcoming week, When the matcher runs, Then only mentors with at least two distinct one-hour overlapping slots are considered valid matches, And mentors without sufficient overlap are filtered out.
Profile Update Reflects in Next Match Cycle
Given updated skill tags or availability by a new hire or mentor after an initial match, When the matcher executes in the next scheduled cycle, Then compatibility scores and match rankings are recalculated to incorporate the latest profile data within 5 minutes of data update.
Manual Override Confirmation
Given an automatically generated match list, When an administrator manually selects and confirms a mentor pairing, Then the system marks the pairing as confirmed, suppresses other mentors from the top results for that hire, And sends notifications to both the new hire and the mentor.
Dynamic Mentor Suggestion Algorithm
"As a new hire, I want to receive ranked mentor suggestions that consider our project interests and schedules so that I can connect with someone best suited to guide me."
Description

A robust algorithm that weights compatibility scores with factors like mutual project overlap, communication preferences, and mentorship capacity to produce ranked mentor suggestions for each new hire, enabling personalized and meaningful connections.

Acceptance Criteria
Initial Mentor Matching for New Hire
Given a new hire’s profile with skills, availability, and active projects, when the algorithm runs, then it returns a ranked list of at least three mentor suggestions sorted by descending compatibility score.
Handling Multiple Suitable Mentors
Given two or more mentors with equal compatibility scores for a new hire, when suggestions are generated, then the algorithm applies secondary sorting by mentorship capacity and returns a consistent order.
Respecting Mentor Capacity Constraints
Given mentors with varying capacity limits, when the algorithm processes suggestions, then it excludes mentors who have reached their maximum mentee count and only suggests available mentors.
Matching Communication Preferences
Given a new hire and mentors with specified communication preferences, when suggestions are generated, then the top-ranked suggestions match at least one shared preferred communication channel.
Adapting to Project Changes
Given a new hire whose project assignment changes, when the algorithm reruns, then it updates the ranked mentor suggestions to reflect the new project overlap within five minutes of the change.
Slack Onboarding Flow Integration
"As a new hire, I want to receive my mentor match and introduction directly in Slack so that I don't have to switch tools and can start the conversation immediately."
Description

Seamless integration with Slack to embed mentor match steps into the onboarding channel, triggering automated direct message introductions and follow-up prompts within the onboarding flow, keeping interactions within the team's natural communication environment.

Acceptance Criteria
New Hire Assigned Mentor in Onboarding Channel
Given a new hire has completed account setup; When they join the designated onboarding Slack channel; Then the Mentor Match system assigns a mentor whose skills overlap at least 70% and posts a message tagging both within 2 minutes.
Automated Direct Message Introduction
Given a mentor assignment is made; When the match is finalized; Then the system sends a direct message to the mentee introducing the mentor's name, role, and top 3 skills, and a direct message to the mentor with the mentee's name, department, and onboarding start date.
Follow-Up Check-In Prompt Sent
Given 3 days have passed since the initial introduction; When no check-in is logged; Then the system sends a follow-up DM to both mentor and mentee reminding them to schedule their first meeting.
Handling Mentor Unavailability
Given no available mentor meets the matching criteria; When a new hire enters onboarding; Then the system notifies the onboarding lead in the channel with the message 'Mentor unavailable – manual assignment required' within 5 minutes.
Onboarding Channel Status Card Reflects Match
Given a mentor has been assigned or is pending; When viewing the onboarding Slack channel; Then a status card displays 'Mentor Assigned: [Name]' or 'Mentor Pending' and updates in real time upon assignment while the channel is open.
Mentorship Feedback and Progress Tracking
"As a team lead, I want to monitor feedback and progress from mentorship sessions so that I can ensure the mentorship program is effective and make adjustments as needed."
Description

A feedback mechanism where new hires can rate and comment on mentorship sessions and mentors can log progress milestones, providing visibility into the mentoring relationship's effectiveness and enabling continuous improvement of match quality.

Acceptance Criteria
New Hire Provides Feedback After First Session
Given a new hire has completed their first mentorship session When they open the feedback form Then they can select a rating between 1 and 5 and enter a comment up to 500 characters And upon submission they see a confirmation message
Mentor Logs Milestone Completion
Given a mentor completes a milestone When they select the mentee, milestone type, and date Then the milestone is saved in the progress tracker And it appears on the mentorship dashboard for both mentor and mentee
Feedback Visibility to Program Admin
Given feedback has been submitted by either party When an admin accesses the mentorship reports Then they see aggregated average ratings per mentor-mentee pair And can read individual comments for quality review
User Edits Submitted Feedback Within 24 Hours
Given a user submitted feedback less than 24 hours ago When they click the Edit Feedback button Then they can update their rating and comment And the updated feedback replaces the original entry
Automated Reminder for Unsubmitted Feedback
Given 48 hours have passed since a scheduled mentorship session with no feedback submitted When the system triggers a reminder Then the user receives a Slack notification containing a direct link to the feedback form
Automated Notification and Reminder System
"As a mentor, I want reminders for upcoming mentorship sessions and feedback requests so that I can stay on schedule and maintain commitment."
Description

Configurable notifications and reminders sent via Slack to both mentors and mentees for scheduled meetings, follow-up actions, and feedback deadlines, ensuring accountability and consistent engagement throughout the onboarding period.

Acceptance Criteria
Upcoming Meeting Reminder Notification
Given a mentor-mentee meeting is scheduled and confirmed, When 24 hours remain before the meeting start time, Then both mentor and mentee receive a Slack notification containing meeting date, time, participants, and meeting link.
Post-Meeting Follow-up Reminder
Given follow-up actions are assigned at the end of a mentor-mentee meeting, When 48 hours have passed since meeting conclusion and actions remain incomplete, Then both mentor and mentee receive a Slack reminder listing pending tasks with due dates.
Feedback Deadline Alert
Given a feedback deadline is set for a mentor to review a mentee’s progress, When 48 hours remain before the deadline, Then the mentor receives a Slack alert specifying the mentee’s name, feedback form link, and deadline date.
Notification Preferences Configuration
Given a user accesses notification settings, When they update preferences for notification types and frequency, Then the system saves the changes and sends a confirmation message in Slack reflecting the updated settings.
Notification Delivery Confirmation
Given the system sends any automated reminder or notification, When delivery to a user’s Slack endpoint succeeds or fails, Then the system logs the delivery status and, on failure, retries up to two times at 5-minute intervals.

Resource Hub

Creates an in-Slack library of role-specific documents, training videos, and FAQs that automatically suggests relevant materials at each onboarding step, reducing search time and boosting productivity.

Requirements

Role-Based Content Categorization
"As a new product manager, I want to see only the training materials and FAQs relevant to the product management role so that I can quickly find the information I need without sifting through unrelated resources."
Description

Implement a system that tags and organizes all library resources—documents, videos, and FAQs—according to user roles (e.g., Product Manager, Developer, Marketing). This categorization should allow users to filter and browse materials relevant to their responsibilities, ensuring quick access to appropriate onboarding content.

Acceptance Criteria
New User Filters Library by Role
Given a user with the Developer role selected When they open the Resource Hub Then only resources tagged "Developer" appear in the list
Role Filter Persists Across Sessions
Given a user applies the Marketing role filter When they log out and back in Then the Marketing filter remains active and displays only Marketing resources
Admin Assigns Multiple Role Tags to a Resource
Given an admin uploads a new document When they tag it with both Product Manager and Developer roles Then the document is visible when filtering by either role
System Suggests Relevant Content During Onboarding
Given a new Product Manager completing the third onboarding step When they view suggested resources Then at least three documents or videos tagged "Product Manager" and "Onboarding Step 3" are recommended
Resource Count Updates with Role Filter
Given a user selects the Developer role filter When the filter is applied Then the Resource Hub displays the total count of Developer-tagged resources accurately
Onboarding Stage Detection
"As a new hire, I want Looply to know when I’ve completed my first task so that it can automatically suggest the next training video or document I need to review."
Description

Develop a mechanism that identifies the current stage of a user’s onboarding journey based on actions taken in Slack and input from HR systems. This detection should trigger automated prompts to view specific resources at each step, guiding users through a structured onboarding flow.

Acceptance Criteria
Initial Onboarding Stage Identification
Given a new user completes Slack account setup and HR flags them as a new hire, when Looply processes onboarding detection, then it sets the user’s stage to ‘Welcome’ and sends a welcome prompt within 5 minutes.
Role-Based Resource Prompting
Given a user’s role is defined in the HR system, when Looply detects the role, then it suggests at least three relevant role-specific resources in Slack within one minute.
Milestone Achievement Transition
Given a user marks a training video as complete in Slack, when Looply updates onboarding progress, then it transitions the user to the ‘Training Complete’ stage and sends the next resource prompt within two minutes.
HR System Stage Sync
Given the HR system manually updates a user’s onboarding stage, when Looply performs its hourly sync, then it updates the user’s stage and adjusts pending prompts in Slack within two minutes of sync.
Fallback Handling for Uncertain Stage
Given Looply cannot determine a user’s onboarding stage from Slack actions or HR data, when detection fails after three attempts, then it sends the user a self-report survey prompt in Slack.
Contextual Content Suggestion
"As a remote developer struggling with a new internal tool, I want Looply to suggest the exact tutorial video or FAQ within Slack so that I can resolve issues quickly without leaving the chat."
Description

Create an AI-driven recommendation engine that analyzes user context—such as channel participation, recent tasks, or Slack interactions—to suggest the most relevant documents and videos in real time. Suggestions should appear as Slack messages or modals when users request help or when Looply detects a knowledge gap.

Acceptance Criteria
On-Demand Help Request
Given a user enters "/looply help" in any Slack channel, When the command is processed, Then Looply displays 3-5 relevant documents or videos ranked by relevance within 2 seconds.
Inactivity-Based Suggestion
Given a user has not accessed any Resource Hub materials in the past 7 days, When Looply detects this inactivity, Then it automatically sends a direct message containing 3 suggested resources tailored to the user’s role.
Task-Triggered Recommendation
Given a user is assigned a new recurring task in Looply, When the assignment occurs, Then Looply posts at least 3 contextually relevant resources in the associated task thread within 3 seconds.
Keyword Detection in Conversation
Given a user mentions a predefined keyword from the onboarding taxonomy in a Slack message, When the keyword is detected, Then Looply replies in-thread with 2-4 matching resources within 5 seconds.
Manual Modal Trigger
Given a user clicks the "Resource Hub" button in the Looply app modal, When the click is registered, Then a modal opens displaying 5 AI-recommended materials based on the user’s recent channel participation and tasks.
In-Slack Document and Video Viewer
"As a team lead, I want to open and review a training PDF or watch an onboarding video right inside Slack so that I can stay focused in one environment and save time."
Description

Integrate a built-in viewer for documents (PDFs, slide decks) and embed video players directly within Slack modals or messages. This feature should allow users to preview, scroll through, and play content without downloading files or switching applications.

Acceptance Criteria
PDF Preview in Modal
Given a user opens a PDF from the Resource Hub in Slack, When the PDF viewer initializes, Then the first page is displayed within 2 seconds and the user can scroll through pages without downloading the file.
Slide Deck Navigation
Given a user views a slide deck in a Slack message, When they click next or previous controls, Then the corresponding slide is rendered without full reload and in sequential order.
Video Playback in Modal
Given a user clicks on a video resource link in Slack, When the embedded player loads, Then the video streams at a minimum 480p quality, and user controls for play, pause, and seek function correctly.
Error Handling for Unsupported Files
Given a user attempts to open an unsupported file type, When the system detects unsupported format, Then an inline error message appears indicating the file type is unsupported and provides a download link.
Viewer Performance Under Concurrent Load
Given up to 20 users open different resources simultaneously, When all viewer requests are processed, Then each resource preview loads within 3 seconds without performance degradation.
Admin Content Management Interface
"As an HR administrator, I want to upload a new policy document and tag it for the engineering team so that it appears in their resource hub immediately."
Description

Provide a secure admin portal within Slack or a companion web interface where managers can upload, update, tag, or retire resources. The interface should include version control and approval workflows to ensure content accuracy and relevance.

Acceptance Criteria
Uploading a New Resource
Given a manager accesses the admin interface, When they upload a document with required fields (title, description, file), Then the resource should be saved, version 1 created, and visible in the Resource Hub within 5 seconds.
Updating Existing Resource Metadata
Given a resource exists, When a manager edits its metadata (title, tags, description) and saves, Then the updates should be reflected immediately in the Resource Hub and audit logs show the changes.
Tagging Resources for Categorization
Given resources are uploaded, When a manager assigns one or more tags to a resource, Then the resource should appear under each corresponding tag filter, and tag suggestions should adapt based on content analysis.
Version Control and Rollback
Given a resource with multiple versions, When a manager selects a previous version and clicks rollback, Then the older version should become current, and version history reflects the change.
Approval Workflow for New Content
Given a new resource is submitted, When a manager configures an approval workflow and submits for review, Then assigned approvers receive notifications, and the resource remains in pending state until approved.
Retirement of Outdated Resources
Given a resource surpasses its retirement date or is marked inactive, When a manager retires the resource, Then it should no longer appear in search results or suggestions, but remain accessible in the admin interface under retired resources.

Feedback Loop

Sends quick, context-aware check-in prompts after key onboarding tasks to collect new-hire feedback, surface blockers, and drive continuous improvement of onboarding processes.

Requirements

Trigger Scheduling
"As an HR coordinator, I want the system to automatically send feedback prompts after each completed onboarding task so that I can gather insights without manually tracking and messaging new hires."
Description

Automatically schedule and dispatch check-in prompts in Slack immediately after predefined onboarding milestones to ensure timely feedback collection and maintain onboarding momentum without manual intervention.

Acceptance Criteria
Post-Onboarding Milestone Prompt Dispatch
Given an onboarding milestone is marked complete, when the system checks scheduling logic, then a check-in prompt is dispatched to the new hire in Slack within one minute.
Timezone-Aware Scheduling
Given the new hire’s timezone is recorded in the user profile, when scheduling the prompt, then the message is sent at 10:00 AM local time on the next business day after milestone completion.
Handling Missed Milestones
Given a milestone completion is not recorded within 24 hours of its expected due date, when the system detects the delay, then it retries scheduling the check-in prompt and notifies the onboarding coordinator via Slack.
Duplicate Prompt Prevention
Given a check-in prompt was already sent for a specific milestone, when the scheduling process runs again for the same milestone, then no duplicate prompts are sent.
Error Logging and Retry
Given a Slack API dispatch failure occurs, when the system attempts to send a check-in prompt, then it logs the error, retries up to three times with exponential backoff, and alerts the admin if all retries fail.
Contextual Prompt Generation
"As a team lead, I want the feedback prompts to reference specific tasks and timelines so that new hires clearly understand what they’re providing feedback on and can give more targeted responses."
Description

Generate personalized, context-aware feedback prompts by pulling relevant task details, user profile data, and timeline information to increase the relevance and quality of new-hire responses.

Acceptance Criteria
Task-Based Feedback Prompt Delivery
Given a new hire completes a key onboarding task, when the system detects completion, then send a feedback prompt within 5 minutes containing the task name and completion timestamp.
Prompt Personalization via Profile Data
Given the user profile indicates a specific role and department, when generating a feedback prompt, then include role- and department-specific language and context to enhance relevance.
Timeline-Aware Prompt Timing
Given a predefined onboarding milestone timeline, when the milestone date is reached or passed, then schedule and send the feedback prompt within a 2-hour window of the expected milestone time.
Relevant Task Detail Inclusion
Given the completed onboarding task has associated documents or resources, when composing the feedback prompt, then automatically link to or attach the most recently accessed relevant document or resource.
User Response Capture and Storage
Given the new hire submits feedback via Slack, when the response is received, then store the feedback in the onboarding feedback database and send a confirmation message to the user.
Response Collection UI
"As a new hire, I want a simple and interactive Slack prompt to submit my feedback so that I can quickly share my thoughts without leaving the platform."
Description

Provide an intuitive Slack-based interface where new hires can easily submit their feedback using buttons, quick replies, or threaded messages, streamlining the response process and improving participation rates.

Acceptance Criteria
Submit Feedback via Quick Reply Button
Given a new hire receives a Slack check-in prompt with quick reply buttons When the new hire selects any quick reply option Then the selected option and any optional additional comments are recorded in the feedback database successfully
Submit Feedback in Threaded Reply
Given a new hire is responding to a check-in prompt When the new hire submits feedback as a threaded Slack message Then the thread message is captured, associated with the correct onboarding task, and stored for reporting
Use Feedback Modal Interface
Given a new hire clicks the “Provide More Feedback” button When the Slack feedback modal opens Then the modal displays the correct onboarding task context and allows text input of up to 1000 characters And on modal submission, the feedback is saved
Receive Confirmation After Submission
Given a new hire submits feedback via any supported method When submission is processed Then the new hire receives an ephemeral confirmation message in Slack confirming receipt
View and Edit Submitted Feedback
Given a new hire has submitted feedback within the last 10 minutes When the new hire selects “Edit Feedback” from the prompt controls Then the original feedback is loaded into an editable modal And on re-submission, updates overwrite the original entry
Feedback Analytics Dashboard
"As a product manager, I want to view summarized feedback trends and blocker statistics so that I can identify pain points and continuously improve the onboarding flow."
Description

Develop an interactive dashboard within Looply that aggregates and visualizes feedback data—highlighting common blockers, sentiment trends, and response rates—to help stakeholders identify improvement areas in the onboarding process.

Acceptance Criteria
Dashboard Data Aggregation Initialization
Given at least one onboarding feedback exists When the user opens the Feedback Analytics Dashboard Then the dashboard aggregates all feedback entries and displays the total count, categorizes them by blocker type, sentiment score, and response status
Identifying Common Blockers
Given multiple feedback responses logged When the user filters by 'Blocker' category Then the dashboard lists the top 5 most frequent blockers with corresponding occurrence counts
Visualizing Sentiment Trends
Given feedback entries spanning at least four weeks When the user views the sentiment trends chart Then the chart plots weekly average sentiment scores over time with labeled axes and tooltips
Monitoring Response Rates
Given an onboarding session has assigned check-in prompts When the user views response rates Then the dashboard displays percentage of prompts responded to, highlights sessions below 80% response rate, and timestamps of last responses
Access Control Verification
Given a stakeholder role without admin privileges When the user attempts to export raw feedback data Then the export button is disabled and a tooltip displays 'Insufficient permissions'
Admin Configuration Panel
"As an administrator, I want to configure when and how prompts are sent and what they say so that the feedback process aligns with our unique onboarding procedures."
Description

Create a settings panel enabling administrators to customize prompt content, set scheduling rules, choose reminder frequencies, and define who receives which prompts, ensuring flexibility to match each organization’s onboarding workflow.

Acceptance Criteria
Prompt Content Customization
Given an administrator edits the onboarding prompt text and saves the configuration, When the panel confirms the update, Then the new prompt text is stored and visible in the preview section
Scheduling Rule Configuration
Given an administrator defines a scheduling rule (e.g., 3 days after start), When the rule is saved, Then the system applies the schedule and displays the rule in the configuration list
Reminder Frequency Selection
Given an administrator selects a reminder frequency (daily, weekly, or custom interval) for a prompt, When the selection is saved, Then reminders are sent according to the chosen frequency
Recipient Assignment
Given an administrator assigns prompts to specific user roles or individuals, When the assignment is saved, Then only the specified recipients receive the configured prompts
Configuration Persistence and Audit
Given an administrator updates any configuration setting, When the administrator logs out and back in, Then the updated settings persist and an audit log entry records the change
Real-time Validation and Error Handling
Given an administrator enters invalid input (empty fields, out-of-range values), When attempting to save, Then inline validation errors are displayed and saving is prevented until corrections are made

Compliance Sentinel

Monitors completion of mandatory compliance tasks—like security training and policy acknowledgments—automatically flags overdue items, and generates audit-ready reports for HR and legal teams.

Requirements

Real-time Compliance Task Tracking
"As an HR manager, I want to see up-to-date compliance task statuses in real time so that I can ensure team adherence."
Description

Automatically track and record the completion status of mandatory compliance tasks for each team member, synchronizing data between Looply and Slack to ensure up-to-date visibility and maintain an auditable history of actions for HR and legal review.

Acceptance Criteria
New Compliance Task Completion Synchronization
Given a team member marks a mandatory compliance task as complete in Looply When the completion event is triggered Then Looply syncs the status to Slack within 30 seconds, displays the task as “Completed,” and records the completion timestamp for audit.
Overdue Compliance Task Flagging
Given the current date exceeds a task’s due date and the task remains incomplete When the daily compliance check runs Then Looply flags the task as “Overdue,” updates Slack with the overdue status, and logs the flagging event for legal review.
Compliance Audit Report Generation
Given an HR or legal user requests an audit report When the user initiates report generation in Looply Then the system exports a comprehensive, time-stamped PDF listing each team member’s mandatory tasks, statuses, completion dates, and overdue items, within one minute.
Historical Compliance Action Logging
Given any change to a compliance task’s status When the change occurs Then Looply creates an immutable log entry capturing the user ID, task ID, previous status, new status, and timestamp, and makes it queryable via API.
Slack Notification for Task Status Update
Given a compliance task status changes to either “Completed” or “Overdue” in Looply When the change is recorded Then Looply sends a Slack notification to the designated channel with the user’s name, task title, new status, and timestamp.
Overdue Task Alerting
"As a team lead, I want to receive alerts when a compliance task is overdue so that I can prompt the responsible individual to complete it."
Description

Detect when mandatory compliance tasks become overdue and automatically send reminder notifications and escalations via Slack or email to responsible individuals and their managers, reducing missed deadlines.

Acceptance Criteria
Initial Overdue Task Reminder to User
Given a mandatory compliance task assigned to a user is overdue by at least 1 day, when the daily scheduler runs, then send a Slack direct message reminder to the user including task name, due date, and a link to complete the task.
Escalation of Overdue Task to Manager
Given a mandatory compliance task remains overdue 3 days after the initial reminder, when the escalation threshold is reached, then send an email notification to the user’s manager including the task details and escalation notice.
Weekly Batch Overdue Task Report Generation
Given there are any overdue mandatory compliance tasks at the end of the week, when Friday at 5 PM arrives, then generate and send a consolidated email report to HR listing all overdue tasks, assigned users, due dates, and escalation statuses.
Audit Report for Overdue Compliance Tasks
Given the audit report feature is invoked, when an auditor requests the overdue tasks audit, then generate a PDF report containing all overdue tasks logged in the system with timestamps of reminders and escalations, and make it available for download.
Reminder Delivery to Inactive Users
Given a user has no recent Slack activity for 7 days and has an overdue compliance task, when the system triggers reminders, then fallback to sending an email reminder to the user to ensure delivery.
Audit-Ready Report Generation
"As a legal officer, I want to generate audit-ready compliance reports so that I can present evidence during audits."
Description

Generate comprehensive, filterable compliance reports in PDF and CSV formats that include task completion rates, overdue items, acknowledgment logs, and user activity, ready for immediate submission to HR and legal auditors.

Acceptance Criteria
Default PDF Report Generation
Given a user requests an audit-ready report without applying custom filters When the system generates the report Then the PDF includes task completion rates, overdue items, acknowledgment logs, and user activity for the current period formatted per the company template and is downloadable without errors
Custom Date Range CSV Export
Given a user sets a custom date range When exporting the report as CSV Then the file contains only records within the specified range with proper headers, correct data formatting, and is downloadable successfully
Overdue Items Filter Application
Given a user applies the overdue items filter When generating the report Then only tasks past their due dates are included with accurate counts and details, and the filter is applied to both PDF and CSV outputs
Acknowledgment Logs Inclusion
Given a user includes acknowledgment logs in the report parameters When generating the report Then the output lists each user acknowledgment with timestamp and policy version, matching database entries
High Volume Report Performance
Given report criteria covering over 10,000 records When generating the report Then generation completes within 30 seconds under normal system load and the resulting files are accurate and downloadable
Policy Acknowledgment Workflow
"As an HR manager, I want to distribute policy updates and collect acknowledgments so that I can prove employee awareness of regulations."
Description

Distribute policy documents to designated employees within Slack, prompt users for digital acknowledgments, track sign-off timestamps, and send follow-up reminders to those who have not acknowledged policies.

Acceptance Criteria
Document Distribution to Selected Employees
Given a policy is uploaded and a target employee group is selected, when the admin confirms distribution, then each employee in the group receives the policy document via Slack DM within 5 minutes.
Digital Acknowledgment Prompt Initiation
Given the policy DM is delivered, when the employee opens the message, then a clearly labeled “Acknowledge” button appears at the end of the document without requiring manual scrolling.
Acknowledgment Timestamp Recording
When the employee clicks the “Acknowledge” button, then the system records the employee’s ID and a timestamp in the compliance database and posts a confirmation message back to the employee within 10 seconds.
Follow-Up Reminder for Non-Responders
Given employees have not clicked “Acknowledge” after 72 hours of initial distribution, when the waiting period elapses, then the system automatically sends a reminder DM every 48 hours, up to three reminders, until acknowledgment is received.
Audit Report Generation for Compliance
When an admin requests a compliance report via the Sentinel dashboard or Slack command, then the system generates and delivers an audit-ready report listing each employee’s acknowledgment status and timestamp in CSV format within 2 minutes.
Compliance Health Dashboard
"As a team lead, I want a visual dashboard so that I can quickly assess my team's compliance health."
Description

Present a visual dashboard in Looply that displays key compliance metrics such as completion percentages, overdue task counts, and upcoming deadlines, with filtering by team, date range, and task type.

Acceptance Criteria
View Overall Compliance Metrics
Given the team lead navigates to the Compliance Health Dashboard, When the dashboard loads, Then the system shall display overall completion percentage, overdue task count, and upcoming deadlines count that exactly match the data in the compliance database.
Filter Dashboard by Team
Given the dashboard is displayed, When the team lead selects a specific team from the Team filter, Then only metrics (completion percentage, overdue count, upcoming deadlines) for the selected team shall be shown and all other teams’ data hidden.
Filter Dashboard by Date Range
Given the dashboard is displayed, When the team lead applies a date range filter, Then the dashboard shall recalculate and display compliance metrics only for tasks with due dates or completion dates within the selected range.
Filter Dashboard by Task Type
Given the dashboard is displayed, When the team lead selects one or more task types (e.g., security training, policy acknowledgment), Then the dashboard shall update to show metrics exclusively for the chosen task types.
Identify Upcoming Deadlines
Given the dashboard is displayed, When the team lead views the Upcoming Deadlines section, Then the system shall list all incomplete compliance tasks due within the next seven days, sorted by nearest due date.
Configurable Escalation Rules
"As an admin, I want to configure escalation rules so that overdue compliance tasks are escalated appropriately."
Description

Enable administrators to define customizable escalation chains, notification thresholds, and frequency rules for overdue compliance tasks, ensuring that escalations follow organizational protocols.

Acceptance Criteria
Multi-Level Escalation Chain Configuration
Given an administrator configures a three-level escalation chain for overdue compliance tasks When a task remains uncompleted past each defined threshold Then notifications are triggered to each escalation level at the correct intervals as configured
Notification Threshold Adjustment
Given an administrator sets a custom threshold of 24 hours after task due date When a compliance task reaches 24 hours past its due date Then the system flags the task as overdue and sends a notification to the first escalation contact
Escalation Frequency Rule Setting
Given an administrator defines a notification frequency rule of every 8 hours When a compliance task is still overdue After the initial notification Then the system automatically sends follow-up notifications at 8-hour intervals until resolution
Default Escalation Protocol Enforcement
Given an administrator has not defined custom escalation rules When a compliance task becomes overdue Then the system applies the default escalation chain with preset contacts and notification timings
Audit-Ready Escalation Log Generation
Given overdue compliance tasks with escalations triggered When an administrator generates an escalation report Then the system produces an audit-ready log detailing timestamps, notification recipients, escalation levels, and task statuses

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Press Coverage

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AI-Powered Routine Builder and Template Tailor Slash Setup Time and Boost Team Productivity

Imagined Press Article

San Francisco, CA – 2025-07-10 – Looply, the leading Slack-native platform for automating recurring tasks, today unveiled two groundbreaking AI-powered features—Instant Routine Builder and Template Tailor—that together streamline workflow setup and deployment by up to 90 percent. These enhancements are designed to empower Integration Initiators and Routine Wranglers to generate and customize new recurring processes in seconds, without leaving the Slack interface or relying on spreadsheets. “Creating and configuring recurring workflows has often been a manual, time-consuming process that distracts teams from strategic work,” said Alex Rivera, CEO of Looply. “With Instant Routine Builder and Template Tailor, we’re eliminating repetitive setup steps and providing context-aware recommendations so teams can focus on execution, not administration.” Instant Routine Builder analyzes a team’s historical activities—past messages, completed tasks, attachments and channel patterns—to propose a complete sequence of recurring tasks in a single click. Whether it’s a weekly sprint planning checklist or a monthly compliance audit, the builder populates task names, schedules, assignees, reminders, and dependencies based on proven practices. Users retain full control to review and tweak details before activation. Template Tailor leverages advanced natural language processing to offer AI-driven templates tailored to specific project types and organizational contexts. Instead of starting from generic lists or blank slates, Routine Wranglers can choose from dynamically generated templates optimized for marketing sprints, product demos, employee onboarding, regulatory audits, and more. Each template adapts its structure, cadence, priority tags, and even suggested owners in line with past team behavior and industry best practices. “Looply’s goal is to continuously shorten the time between idea and implementation,” said Jordan Smith, Looply’s Head of Product. “By combining Instant Routine Builder’s rapid assembly with Template Tailor’s context-aware recommendations, we’re giving teams a turnkey solution to stand up their recurring processes in under a minute.” Early access customers report dramatic improvements: one fast-growing remote startup cut its weekly meeting preparation setup from 15 minutes to under 30 seconds, while an operations team slashed audit checklist creation by 85 percent. Beta testers also praise the intuitive review workflow within Slack, which integrates optional quick-action buttons and in-message edits so users can finalize routines without toggling apps or tabs. Key benefits of the new features include: • Accelerated Onboarding: New users can launch Looply workflows immediately upon installation, thanks to one-click routine generation. • Context-Aware Relevance: Templates and builders draw on team-specific data and best practices for higher accuracy. • Reduced Cognitive Load: Automated suggestions and streamlined reviews free team leads to focus on high-impact work. • Consistent Governance: Standardized templates ensure compliance and procedural uniformity across distributed teams. Looply’s Instant Routine Builder and Template Tailor are available immediately to all Standard and Enterprise subscribers at no additional cost. Administrators can enable or disable features via the Looply dashboard under “Feature Management.” Detailed usage guides and best practice playbooks are accessible in the Looply Help Center. About Looply Looply is the leading Slack native platform that streamlines recurring task management for team leads in fast-paced remote environments. By automating assignments, reminders, and progress tracking directly within Slack, Looply transforms overlooked routines into visible wins, cutting missed tasks by 42 percent and fostering real accountability— without spreadsheets or extra tools. Press Contact: Maria Chen Director of Communications, Looply Email: press@looply.com Phone: +1-800-123-4567 Address: 345 Market Street, Suite 600, San Francisco, CA 94105

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Looply Launches Celebration Splash and Leaderboard Live to Ignite Team Engagement in Slack

Imagined Press Article

San Francisco, CA – 2025-07-10 – Looply today announced the release of Celebration Splash and Leaderboard Live, two dynamic engagement features designed to boost motivation and friendly competition around recurring tasks directly within Slack. By celebrating streak milestones with confetti animations and surfacing real-time performance leaderboards, Looply helps organizations transform routine work into interactive rituals that reinforce positive habits. “Organizations often struggle to maintain momentum on recurring tasks, especially in remote or distributed settings,” said Alex Rivera, CEO of Looply. “Celebration Splash and Leaderboard Live add an element of fun and visibility to everyday work, inspiring teams to stay on track and reinforcing a culture of consistent achievement.” Celebration Splash automatically triggers vibrant, customizable animations—complete with emojis, GIFs, and congratulatory messages—when individuals or teams reach predefined streak milestones. From small wins like three consecutive days of customer follow-ups to major achievements like a quarter of regulated audit completions, Splash transforms routine acknowledgment into an engaging, shareable moment. Leaderboard Live posts a continuously updating leaderboard in designated Slack channels, highlighting top performers, streak champions, and overall team standings. Administrators can set point values for different task types, adjust refresh frequencies, and segment leaderboards by department or project. These real-time rankings foster healthy competition and help organizations identify high performers for recognition or rewards. “Recognition is a key driver of engagement,” noted Jordan Smith, Looply’s Head of Product. “With Celebration Splash and Leaderboard Live, we’re enabling organizations to weave social proof and positive reinforcement into the fabric of their daily workflows. It’s gamification with genuine business impact.” Pilot customers have reported substantial uplifts in routine adherence: one global marketing agency saw repeat task completion rates climb by 35 percent after activating Celebration Splash, while a software development firm credited Leaderboard Live with boosting on-time delivery of code reviews by 28 percent within the first month. Highlight Features: • Customizable Animations: Choose from preset themes or upload custom assets—such as company logos, branded GIFs, and team-specific emojis—to personalize every Celebration Splash. • Flexible Scoring: Define point systems that align with organizational priorities—assign higher values to critical compliance tasks or strategic deliverables. • Channel and Role Filters: Publish leaderboards in public channels for broad visibility or limit to private groups for focused team engagement. • Automated Scheduling: Configure Celebration and Leaderboard updates to align with daily stand-ups, weekly syncs, or monthly all-hands meetings. Both features are available immediately to all Looply Enterprise subscribers and can be enabled via the Looply Admin Console under “Engagement Settings.” Looply also provides step-by-step tutorials, asset libraries, and best practice guides to ensure seamless rollout across distributed teams. About Looply Looply streamlines recurring task management for startup team leads in fast-paced remote environments by automating assignments, reminders, and progress tracking within Slack. Its playful streak dashboard transforms overlooked routines into visible wins, cutting missed tasks by 42 percent and building real accountability without spreadsheets or extra tools. Press Contact: Maria Chen Director of Communications, Looply Email: press@looply.com Phone: +1-800-123-4567 Address: 345 Market Street, Suite 600, San Francisco, CA 94105

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Looply Rolls Out Timing Tactician and Smart Assign to Optimize Scheduling and Balance Workloads

Imagined Press Article

San Francisco, CA – 2025-07-10 – Looply today announced the general availability of Timing Tactician and Smart Assign, two AI-enhanced features engineered to optimize recurring task frequencies, reminder schedules, and team assignments. These capabilities help Momentum Mavens, Collaboration Claires, and Delegation Dans achieve higher efficiency by automatically calibrating workflows based on historical performance data and real-time availability. “Effective task scheduling and assignment is both an art and a science,” said Alex Rivera, CEO of Looply. “Timing Tactician and Smart Assign combine machine learning insights with organizational context to ensure every recurring task is delivered at its optimal cadence and assigned to the right person, minimizing overload and maximizing on-time completion.” Timing Tactician analyzes a team’s completion patterns, time to complete each task, and day-of-week performance to recommend optimal cadences. Whether a task is best set daily, twice a week, or monthly, Tactician’s AI engine adapts to the team’s rhythm, boosting adherence rates by up to 25 percent, according to early benchmarks. Users can preview suggested frequencies in a side-by-side view before applying changes. Smart Assign leverages real-time workload metrics, past task ownership, role expertise, and availability data to intelligently distribute recurring tasks across team members. The feature automatically updates assignments when participants are on leave, workloads spike, or new team members join. Smart Assign aims for balanced task loads, reducing bottlenecks and preventing burnout. “Teams waste countless hours manually adjusting reminders and reassigning tasks when schedules shift,” said Jordan Smith, Looply’s Head of Product. “By automating these decisions, Timing Tactician and Smart Assign free team leads to focus on strategic priorities while ensuring recurring workflows run smoothly and equitably.” Key customer benefits: • Strategic Cadence Optimization: Data-driven frequency recommendations align tasks with proven completion windows, maximizing adherence. • Dynamic Assignment Balancing: Continuous workload monitoring ensures fair distribution and adjusts assignments proactively. • Reduced Administrative Overhead: Automated scheduling and assignments eliminate manual configurations and last-minute reassignments. • Enhanced Team Satisfaction: Predictable workloads and on-time reminders foster higher morale and accountability. One beta customer, a global consulting firm, reported a 30 percent reduction in missed deadlines within three weeks of using these features. Another software services provider credited Timing Tactician with streamlining compliance checks, reducing audit preparation time by 40 percent. Timing Tactician and Smart Assign are available now to all Standard and Enterprise Looply customers. Administrators can activate them via the Looply Feature Dashboard and configure thresholds, blackout dates, and role mappings. Comprehensive documentation, onboarding webinars, and a dedicated support line are available to facilitate adoption. About Looply Looply streamlines recurring task management for startup team leads in fast-paced remote environments by automating assignments, reminders, and progress tracking within Slack. Its AI-driven features transform overlooked routines into visible wins—cutting missed tasks by 42 percent and building real accountability without spreadsheets or extra tools. Press Contact: Maria Chen Director of Communications, Looply Email: press@looply.com Phone: +1-800-123-4567 Address: 345 Market Street, Suite 600, San Francisco, CA 94105

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