Meeting assistant

EchoTask

Make Every Meeting Count

EchoTask automatically records and transcribes remote product and engineering meetings, extracting assignable action items linked to agenda timestamps and decisions. For PMs and engineers running frequent collaborative meetings, it assigns owners, sets deadlines, and sends reminders—turning spoken commitments into tracked tasks that cut follow-up time.

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EchoTask

Product Details

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

Vision & Mission

Vision
Empower remote product and engineering teams and PMs to turn meeting decisions into reliable, tracked commitments that drive execution.
Long Term Goal
Within 3 years, empower 10,000 remote product and engineering teams to cut meeting follow-up time by 50% and reduce missed action items by 60%, ensuring commitments are completed
Impact
Helps remote PMs and engineers reduce meeting follow-up time by 40%, cut missed action items by 60%, and save teams an average of 3 hours per week by converting spoken decisions into tracked, assigned tasks with timestamps and reminders.

Problem & Solution

Problem Statement
Remote product and engineering teams fail to capture owners, deadlines, and context from meeting discussions, resulting in missed commitments—existing tools provide raw transcripts or manual notes and don’t auto-extract assignable, context-linked actions.
Solution Overview
EchoTask automatically records and transcribes meetings, using lightweight NLP to extract assignable action items tied to agenda timestamps; it then creates one-click tracked tasks with owner assignment and automated reminders to prevent missed commitments.

Details & Audience

Description
EchoTask automatically records meetings, transcribes speech, and converts decisions into tracked tasks. It serves remote product and engineering teams and PMs who run frequent collaborative meetings. EchoTask eliminates follow-up friction by assigning owners, attaching timestamps and agenda links, and sending reminders so teams complete commitments. Its context-aware action extraction links actions to agenda items, decisions, and related documents.
Target Audience
PMs and engineers (25-45) in remote tech teams who miss commitments and run frequent meetings
Inspiration
During a sprint retro I replayed a choppy meeting recording after losing a promised feature; my notes were sticky-note chaos, three teammates named different owners, and my heart sank. Hearing the jagged, timestamped promises on the recording — I'll do X by Friday — I pictured a tiny script that could extract those lines, attach owners and deadlines, and create tracked tasks. That moment became EchoTask

User Personas

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

Q

QA Guardian Grace

- 29–38; Senior QA Lead at 100–500 employee SaaS - ISTQB certified; 6–10 years testing; automation-savvy - Remote, Eastern Europe; overlaps US hours - Manages 3–6 QA engineers; owns release sign-off

Background

Started in manual testing, moved to automation after repeated production escapes. A release-delaying ghost bug taught her to demand timestamped decisions and owner clarity.

Needs & Pain Points

Needs

1. Auto-capture steps-to-repro with timestamps 2. Assign owners during triage without context-switching 3. Deadline reminders aligned to release gates

Pain Points

1. Vague notes causing unreproducible bugs 2. Action items lost between tools 3. Late surprises before code freeze

Psychographics

- Obsessed with reproducibility and clear acceptance criteria - Values accountability over blame; fix the process - Loves dashboards, hates ambiguous meeting notes - Motivated by zero-defect release targets

Channels

1. Slack channels 2. LinkedIn feed 3. YouTube tutorials 4. Stack Overflow tags 5. Reddit r/QualityAssurance

S

Security Sentinel Sam

- 32–45; Staff Security Engineer/AppSec Lead at fintech/healthtech - 200–1,000 employees; remote-hybrid - CISSP or GWAPT; 8–12 years experience - Partners with SRE, engineering, and compliance weekly

Background

Led a breach retrospective where agreed fixes vanished during sprint chaos. Vowed to bind decisions to owners with auditable proof.

Needs & Pain Points

Needs

1. Immutable decision logs with timestamps 2. Auto-assign mitigations to system owners 3. Export evidence for auditors quickly

Pain Points

1. Mitigations agreed, then silently deprioritized 2. Ownership unclear across microservices 3. Audit prep consumes weeks

Psychographics

- Paranoid about drift between decision and implementation - Values least privilege and documented accountability - Prefers automation over manual follow-ups - Motivated by reducing measurable risk exposure

Channels

1. Slack security channel 2. LinkedIn groups 3. GitHub discussions 4. OWASP Slack 5. Twitter/X feed

K

Knowledge Curator Kai

- 28–40; PMO Analyst or Knowledge Manager - Enterprise SaaS; 1,000–5,000 employees; global teams - Master’s in Information Science; Confluence admin - Supports 8–12 product squads across time zones

Background

Former technical writer who built the internal wiki from scratch. After losing key decisions to email threads, standardized decision hygiene across teams.

Needs & Pain Points

Needs

1. One-click publish to Confluence sections 2. Standard decision and action templates 3. Auto-tagging by team and theme

Pain Points

1. Decisions buried in recordings and chats 2. Duplicate pages causing confusion 3. Manual cleanup steals hours

Psychographics

- Believes knowledge should be searchable and living - Champions consistent taxonomy, tagging, and templates - Pragmatic; favors tools teams actually adopt - Measures success by findability and reuse

Channels

1. Atlassian Community forum 2. LinkedIn feed 3. Slack admin channels 4. Google Search results 5. YouTube webinars

C

Customer Connector Casey

- 27–38; Senior CSM or PM hybrid in B2B SaaS - 50–200 customers; ARR $10–50M - North America; remote; travels quarterly - Owns requests board, escalations, and EBRs

Background

Lost a strategic account after a missed commitment hidden in notes. Now insists every promise becomes an owned, dated task with evidence.

Needs & Pain Points

Needs

1. Turn call promises into Jira tickets instantly 2. Share timestamped summaries with customers 3. Track SLAs against owners

Pain Points

1. Commitments vanish between CRM and engineering 2. Ownership ambiguous after calls 3. Customers chase updates manually

Psychographics

- Customer-obsessed; trusts proof over promises - Values transparency and rapid follow-through - Energized by cross-functional wins - Avoids tool overload; seeks consolidation

Channels

1. LinkedIn messages 2. Email newsletters 3. Slack customer communities 4. Salesforce AppExchange 5. YouTube demos

D

Distributed Dynamo Dina

- 30–42; Program Manager for platform/infrastructure team - Fully remote; Americas/EMEA/APAC coverage - PMP certified; 8+ years at remote-first scaleups - Drives quarterly planning and cross-timezone standups

Background

After months of groggy midnight meetings, she adopted region-specific summaries and reminders. Now handoffs feel orderly instead of brittle.

Needs & Pain Points

Needs

1. Time-zone aware reminders and schedules 2. Auto-summaries for non-attendees by region 3. Deduplicate repeated decisions across meetings

Pain Points

1. Context lost during regional handoffs 2. Reminders ping at impossible hours 3. Teams rehash already decided topics

Psychographics

- Prioritizes time-zone fairness and predictable cadence - Values asynchronous clarity over live meetings - Pragmatic; trims ceremony to maintain flow - Measures success by smooth handoffs

Channels

1. Slack DMs 2. LinkedIn feed 3. Google Calendar alerts 4. YouTube remote-work tips 5. Reddit r/RemoteWork

S

Scrappy Founder Finn

- 26–36; founder/CTO at seed-stage startup - Team 5–15; heavy contractor mix - Co-working based; budget-sensitive; wary of tool fatigue - Ships via GitHub/Linear; minimal process

Background

Missed a promised beta due to scattered notes and context switching. Adopted automation that enforces accountability without hiring a project manager.

Needs & Pain Points

Needs

1. One-click tasking during calls 2. Affordable plan with core integrations 3. Share investor-ready decision digests

Pain Points

1. Chaos from context switching 2. No one tracking commitments 3. Meeting notes slow everything

Psychographics

- Speed over ceremony; prioritize outcomes - Loves invisible automation inside existing tools - Hates manual admin and duplicate entry - Pragmatic about switching costs

Channels

1. Twitter/X feed 2. Product Hunt launches 3. Indie Hackers forum 4. YouTube founder channels 5. Hacker News threads

Product Features

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

QuickPrint Enroll

Frictionless, consent-based enrollment that captures a 10‑second voice sample during the first meeting or via Slack/Zoom prompt. Stores a secure voiceprint so tasks and decisions can be reliably bound to the right person from day one—no separate setup or admin tickets required.

Requirements

In-Meeting Consent & 10‑Second Voice Capture
"As a meeting participant, I want to enroll with a quick, clear consent and short voice sample during my first meeting so that my tasks and decisions are reliably attributed without extra setup."
Description

Automatically present a consent prompt to first-time participants when the EchoTask meeting bot joins, explaining purpose and privacy in plain language and enabling one-click consent or opt-out. Upon consent, record a 10-second voice sample inline without leaving the meeting, with real-time quality checks (speech duration, signal-to-noise ratio) and a guided retry if needed. Support multiple languages, accessibility (screen readers, captions), and text-based consent where audio capture is unavailable. Associate the enrollment event with the participant’s identity (email/SSO, meeting platform user ID) and pass the sample securely to the voiceprint processing pipeline. Ensure the flow is non-blocking, respects mute state, and completes within 30 seconds to avoid meeting disruption.

Acceptance Criteria
First-Time Consent Prompt on Bot Join
Given a first-time participant is present when the EchoTask bot joins a meeting When the bot join event is confirmed by the platform Then a consent prompt is shown to that participant within 2 seconds And the prompt explains purpose and privacy in plain language (≤8th-grade readability) and links to full policy And the prompt offers one-click “Consent” and “Opt out” actions And no audio is recorded until explicit consent is given And the participant can continue normal meeting interaction while the prompt is visible
Consent Handling and Opt-Out Flow
Given the consent prompt is displayed When the participant selects “Consent” Then enrollment begins inline without navigation and capture instructions appear within 1 second Given the consent prompt is displayed When the participant selects “Opt out” Then no audio is captured or processed And a confirmation is shown within 1 second And no further prompts are shown during the current meeting And an audit entry is stored with timestamp and participant identifiers Given the consent prompt is displayed When no action is taken for 15 seconds Then the prompt minimizes to a non-intrusive reminder and the meeting proceeds uninterrupted
Inline 10-Second Voice Capture with Real-Time Quality Checks
Given the participant has consented and has an available microphone When voice capture starts Then the UI shows real-time progress toward 10.0 seconds of voiced speech And voice activity detection measures voiced duration (silence excluded) And capture auto-stops once ≥10.0 seconds of voiced speech is recorded And the measured signal-to-noise ratio is ≥15 dB for the recorded sample And pass/fail status for duration and SNR is shown in real time Given the participant is muted when capture starts When capture is initiated Then EchoTask does not attempt to unmute And the UI instructs the participant to unmute and the progress does not advance while muted
Guided Retry and Completion SLA
Given a voice sample fails duration or SNR checks When the result is shown Then specific guidance is displayed (e.g., move closer to mic, reduce background noise, speak continuously) And up to 2 retries are offered automatically And each retry can be started within 1 second of selection Given retries are exhausted or the participant selects “Skip for now” When the flow ends Then enrollment is deferred and a follow-up Slack/Zoom prompt is scheduled within 24 hours Given any successful enrollment or a deferral outcome When measuring from initial consent to success/deferral Then the flow completes within 30 seconds at the 95th percentile and remains non-blocking throughout
Multilingual UI and Speech Support
Given the participant’s locale is supported (en, es, fr, de, ja) When the consent and capture UI is displayed Then all UI strings render in the participant’s locale with no mixed-language strings And users may manually switch locale from a selector And duration/quality checks function for speech in that locale Given the participant’s locale is unsupported When the UI is displayed Then English is used by default and a supported language selector is offered
Accessibility and Text-Based Consent Fallback
Given a screen reader (NVDA, JAWS, or VoiceOver) is active When the consent UI is focused Then all controls have accessible names/roles/states and logical reading order And the UI is fully operable via keyboard only with visible focus indicators And color contrast meets WCAG 2.1 AA Given meeting captions are enabled When capture instructions are presented Then captions reflect the instructions within 2 seconds Given the participant lacks a working microphone or denies mic permission When they provide consent Then a text-based consent option records explicit consent without initiating audio capture And a deferred voice capture task is scheduled via Slack/Zoom within 24 hours
Identity Association and Secure Pipeline Handoff
Given a voice sample passes quality checks When enrollment is finalized Then the sample and event are associated with the participant’s email/SSO and meeting platform user ID And the sample is transmitted to the voiceprint pipeline over TLS 1.2+ with certificate validation And the stored sample is encrypted at rest (AES-256 or equivalent) And a success event with correlation ID is logged for auditability Given transmission or pipeline processing fails When the error is detected Then a non-blocking notification is shown to the participant And no raw audio remains cached on the client beyond 5 minutes And a retry is queued with exponential backoff
Slack and Zoom Prompt Enrollment
"As a user who missed the meeting prompt, I want to enroll via Slack or Zoom at my convenience so that my voice can be linked to my account without opening tickets."
Description

Provide an alternative enrollment path via Slack and Zoom direct messages for users who skip or miss in-meeting capture. Send a secure, time-bound prompt with clear consent language and a lightweight recorder that captures a 10-second sample in-app or via a secure web modal. Verify identity against workspace membership and SSO before accepting a sample. Implement gentle, configurable reminders, rate limiting, user-initiated retry, and localization. On completion, hand off the sample to the processing pipeline and update the user’s enrollment state across EchoTask.

Acceptance Criteria
Secure Voiceprint Processing and Storage
"As a security-conscious admin, I want voiceprints processed and stored securely so that our organization can meet risk, privacy, and compliance requirements."
Description

Transform captured audio into a non-reversible voiceprint template and store it using strong encryption with tenant isolation and HSM-backed key management. Enforce least-privilege access controls, audit every access, and automatically purge raw audio after processing (short TTL). Support versioned templates for re-enrollment, key rotation, revocation, and deletion, with retention policies configurable per organization and regional data residency options. Expose APIs for retrieval of consent artifacts (not biometrics) and handle disaster recovery with encrypted backups and integrity checks.

Acceptance Criteria
Speaker Binding with Confidence Controls
"As a PM, I want speakers accurately bound to their identities with clear confidence signals so that action items and decisions are assigned to the right owners."
Description

Match speaker segments in meeting audio to enrolled users in real time or near real time, applying configurable confidence thresholds and fallback flows. Cross-reference meeting platform rosters and SSO identities, handle overlapping speech, and queue human confirmation when confidence is below threshold. Persist speaker-attribution metadata on the transcript timeline so EchoTask’s task extraction can assign owners accurately and generate explainable links from tasks to the source utterance. Provide metrics on match confidence, false accept/false reject rates, and a path to incremental model adaptation with user consent.

Acceptance Criteria
Enrollment Management Console
"As an admin, I want a centralized console to view and control enrollment and consent so that our workspace remains compliant and accurate."
Description

Deliver user and admin views to manage QuickPrint Enroll status, including enrollment state, consent records, last updated timestamp, and ability to re-enroll, revoke, or delete. Support bulk actions, policy controls (e.g., require enrollment for task attribution), and integration with SCIM to align lifecycle events (join, leave, suspend). Provide activity logs, export of consent receipts, and notifications for expiring templates or required re-enrollment. Ensure RBAC scoping, tenant isolation, search/filter, and responsive performance for large organizations.

Acceptance Criteria
Compliance, Consent Logging, and Data Retention
"As a compliance officer, I want verifiable consent logs and retention controls so that we can satisfy regulatory obligations and customer expectations."
Description

Capture and store explicit consent records with timestamp, user identity, policy version, and consent text, and make them exportable for audits. Enforce data minimization, configurable retention schedules, and automated deletion workflows aligned with DSRs (access, export, delete). Provide regional data residency selection, SOC 2-aligned audit trails, and guardrails to disable enrollment for certain meeting types or sensitive channels. Document DPIAs and surface privacy notices within the product to ensure transparent, compliant operation.

Acceptance Criteria

Live Match Badge

Real-time “Verified Speaker” badge with confidence level shown next to each utterance and in the transcript. Low-confidence segments are auto-flagged for review, ensuring owners and action items are trusted before they’re assigned.

Requirements

Real-time Speaker Verification Engine
"As a meeting participant, I want my spoken segments to be verified in real time so that my statements and commitments are correctly attributed."
Description

Process live meeting audio to perform diarization and speaker verification against enrolled user voice profiles, producing a per-utterance confidence score and identity label in under 300 ms end-to-end. Provide a streaming API that emits utterance text, detected speaker, and confidence. Support crosstalk handling, overlapping speech segmentation, noise robustness, and multilingual models. Gracefully degrade to “Unverified” when no profile or low audio quality, and reconcile post-processing updates back into the transcript without disrupting timecodes.

Acceptance Criteria
Live Badge UI & Transcript Annotations
"As a PM, I want to visually see verification confidence next to each utterance so that I can trust who said what during and after the meeting."
Description

Render a “Verified Speaker” badge with confidence percentage and color-coded states next to each live caption and persisted transcript line. Include hover/tap details (speaker name, confidence, model version, timestamp), accessibility labels, and compact mobile layouts. Persist badge state in the transcript export (PDF/HTML) and provide filters to show/hide low-confidence segments. Ensure consistent UI states for Verified, Unverified, and Unenrolled speakers across web and mobile clients.

Acceptance Criteria
Low-Confidence Auto-Flagging & Review Workflow
"As a meeting note reviewer, I want low-confidence segments automatically queued for review so that incorrect attributions don’t create wrong tasks."
Description

Automatically flag utterances below an admin-configurable confidence threshold and queue them for human review with the original audio snippet and candidate speakers. Notify designated reviewers, allow resolve actions (Confirm, Reassign Speaker, Merge with adjacent), and record an audit trail. Block auto-assignment of action items and owner tagging derived from flagged segments until resolution, then propagate updates to tasks and notifications.

Acceptance Criteria
Speaker Profile Enrollment & Management
"As an engineer, I want to easily enroll and manage my voice profile so that my identity can be verified during meetings."
Description

Provide a guided enrollment flow to create and maintain speaker voice profiles with consent capture, minimum sample length checks, noise quality feedback, and multi-device capture. Support profile versioning, deletion, export, SSO directory mapping, and workspace scoping. Expose admin tools to bulk-enroll teams and an API/SDK to programmatically manage profiles. Ensure fallbacks and clear UX when a participant is unenrolled.

Acceptance Criteria
Biometric Privacy, Consent, and Data Residency Controls
"As a security admin, I want granular control over biometric data collection and retention so that our organization remains compliant."
Description

Implement granular privacy controls for biometric voice data: explicit opt-in consent flows, retention policies, data residency selection, encryption at rest and in transit, role-based access controls, and per-user export/delete. Provide compliance documentation (DPA, TOMs), audit logging, and a kill-switch to disable verification for restricted orgs or regions. Surface clear in-product disclosures and policy links.

Acceptance Criteria
Confidence Threshold Tuning & Model Analytics
"As a product owner, I want analytics and controls to tune verification thresholds so that the badge is reliable across teams and languages."
Description

Allow workspace admins to configure verification thresholds globally and per meeting type, with recommended defaults. Provide analytics on verification rates, false positives/negatives (via reviewer outcomes), language/accent distribution, and drift alerts. Support A/B experiments and automated threshold suggestions based on target precision/recall, feeding reviewer outcomes back into model evaluation loops.

Acceptance Criteria
Performance & Reliability SLAs for Live Matching
"As a meeting host, I want minimal delay and high reliability for verification badges so that the live experience feels responsive and trustworthy."
Description

Define and enforce SLAs: <300 ms median and <800 ms p95 verification latency, 99.9% monthly availability for the streaming verification service, and graceful degradation under network loss. Implement autoscaling, backpressure handling, retries, and circuit breakers. Provide real-time health indicators in the client, observability dashboards (latency, error rate, throughput), and incident alerting with on-call runbooks.

Acceptance Criteria

Attest Trail

Adds an auditable “who said it” stamp to every decision clip and task, including timestamp, verified speaker, and confidence. Exportable as a lightweight proof for audits, vendor reviews, and postmortems to demonstrate clear accountability.

Requirements

Verified Speaker Attribution Engine
"As a meeting host, I want speakers to be accurately identified and verified so that I can trust who made commitments during the meeting."
Description

Implement a diarization and voice verification pipeline that associates each spoken segment with a verified participant identity and timestamp. Integrate with EchoTask’s transcription service to align word-level timestamps with speaker turns, store per-segment confidence scores, and map speakers to meeting attendee records. Provide robust handling for crosstalk, overlapping speech, and remote platform inputs (Zoom, Meet, Teams). Support human-in-the-loop overrides with justification and maintain model/version metadata for reproducibility. Persist results in the data model for downstream decision clips and task extraction.

Acceptance Criteria
Decision & Task Attestation Stamp
"As a product manager, I want each decision and task to include a stamped record of who said what and when so that accountability is clear during follow-ups and reviews."
Description

Attach an attestation stamp to every decision clip and generated task that includes: clip start/end timestamps, verified speaker(s) and roles, confidence scores, meeting ID, agenda item reference, transcript excerpt hash, and linked task/decision identifiers. Display attestation badges in the UI (timeline, task detail, decision cards) with hoverable detail. Expose stamps via API and include them in notifications. Provide a backfill process to stamp historical decisions/tasks once attribution is available.

Acceptance Criteria
Confidence Scoring & Threshold Policies
"As a compliance officer, I want configurable confidence thresholds and review workflows so that low-confidence attributions are resolved before audits."
Description

Create a policy engine that interprets attribution confidence scores and applies workspace-level thresholds to mark stamps as Verified, Needs Review, or Unverified. Configure per-role thresholds and exception lists. When below threshold, trigger workflows: request host confirmation, assign a review task, or block export until resolved. Persist review outcomes and rationales, and provide reporting on verification rates and turnaround times. Notify stakeholders through Slack/email when items require attention.

Acceptance Criteria
Exportable Audit Proof Package
"As a vendor manager, I want to export an auditable proof package for specific decisions and tasks so that I can provide lightweight, verifiable evidence to external reviewers."
Description

Generate lightweight, shareable proof packages for selected decisions and tasks in JSON and PDF formats. Include attestation stamps, minimal transcript snippets, optional audio clip segments, cryptographic hashes of source artifacts, generation timestamp, and organization identity. Provide signed, expiring links and a webhook to deliver packages to vendor portals or GRC tools. Ensure exports are paginated for large meetings, respect access permissions, and remain under a configurable size limit.

Acceptance Criteria
Tamper-Evident Storage & Hashing
"As a security lead, I want attestation records to be tamper-evident and independently verifiable so that we can demonstrate integrity during postmortems or audits."
Description

Store attestation records using content-addressed identifiers and per-stamp cryptographic hashes, plus a rolling meeting-level hash to detect modifications. Maintain an append-only changelog for overrides and reviews. Provide a verification endpoint to recompute and validate integrity. Optionally anchor daily root hashes to an external timestamping service. Alert admins when discrepancies are detected and block export of items with failed integrity checks.

Acceptance Criteria
Access Control & Redaction for Attest Data
"As a workspace admin, I want fine-grained access controls and redaction options for attestation data so that sensitive information is protected while preserving accountability."
Description

Enforce role-based permissions for viewing, exporting, and overriding attestation stamps. Support selective redaction of PII and sensitive transcript content in exports while preserving integrity proofs via selective hashing. Respect consent flags and regional data residency, apply retention policies, and produce audit logs of access and export events. Provide admin settings to configure defaults per workspace and project.

Acceptance Criteria

Dispute & Reassign

One-click way to challenge misattribution (“Not me”) and propose the correct speaker. EchoTask updates the transcript, decisions, and all linked tasks, while learning from corrections to reduce future errors.

Requirements

Inline Dispute Control
"As a meeting participant, I want a quick way to dispute a misattributed item and propose the correct speaker so that I’m not incorrectly assigned work."
Description

Provide a one-click “Not me” action embedded inline with transcript turns, decisions, and tasks, opening a lightweight reassignment picker with suggested speakers (ranked by diarization confidence, meeting roster, and speaking proximity). Support keyboard shortcut, mobile tap target standards, and accessibility (ARIA roles, focus states). Allow optional rationale notes, and capture the original attribution for audit. The control must work in live meetings (near-real-time) and on recorded sessions, with optimistic UI and background validation. Errors (e.g., network, permission) surface as non-blocking toasts with retry. The component should be reusable across transcript list, task sidebar, and decision summary views.

Acceptance Criteria
Propagation Across Linked Artifacts
"As a PM, I want a single dispute action to update the transcript, decisions, and tasks together so that the meeting record stays consistent without manual edits."
Description

When a dispute results in reassignment, update all affected entities consistently: transcript speaker label, decision author, task owner, and reminder recipients, while preserving original timestamps and cross-links. Reindex search and analytics to reflect updated attribution without breaking existing links or shared URLs. Ensure atomicity—either all linked updates succeed or none—with retries and idempotency on the backend. Emit activity events for audit and notifications. Update calendar and reminder schedules if ownership changes, and prevent duplicate reminders. Provide clear UI confirmation indicating which items were updated.

Acceptance Criteria
Assignee Confirmation & Consent Flow
"As a proposed assignee, I want the ability to accept or decline a disputed reassignment so that I only commit to tasks I actually own."
Description

Introduce an optional confirmation step for the newly proposed assignee: notify via in-app, email, and Slack with Accept/Decline actions and context (snippet, timestamp, and decision/task details). Configure workspace-level policy to require acceptance for external guests or high-impact tasks. If declined or timed out, route to meeting host for resolution and revert or reassign accordingly. Update task state and watchers in real time, and avoid notification spam via batched digests. Maintain clear UI states (Pending Acceptance, Accepted, Declined) and expose filters to manage pending items.

Acceptance Criteria
Conflict Resolution & Audit Trail
"As a meeting host, I want clear conflict handling and an audit trail for disputes so that I can resolve attribution issues confidently and maintain compliance."
Description

Handle concurrent disputes on the same item with optimistic concurrency control and a deterministic resolution strategy (host override > majority vote > first-come with higher diarization confidence). Maintain a complete audit trail capturing who disputed, proposed, approved, or reverted, with timestamps and reasons. Provide a one-click rollback to any prior state while keeping a history of reversions. Expose exportable logs (CSV/JSON) for compliance and link them to the meeting record. Surface concise change summaries in the UI and notifications to impacted users.

Acceptance Criteria
Learning From Corrections
"As a frequent user, I want the system to learn from my corrections so that future meetings have fewer attribution errors and require less manual cleanup."
Description

Feed confirmed disputes into a feedback pipeline that updates speaker diarization and attribution models: adapt within-session (few-shot) and across sessions (per-user voice embedding) while respecting privacy and consent. Track precision/recall on attribution before/after learning, and gate model updates behind quality thresholds and A/B experiments. Allow per-workspace opt-in for persistent voice profiles and provide data retention controls. Ensure all training data is anonymized/pseudonymized where possible and encrypted at rest/in transit. Provide an admin dashboard to view error rates and improvements over time.

Acceptance Criteria
Permissions & Policy Controls
"As a workspace admin, I want granular controls over who can use Dispute & Reassign and how it behaves so that it aligns with our governance policies."
Description

Define role-based permissions for who can dispute, reassign, approve, or roll back (participant, host, admin, external guest). Support workspace policies such as restricting disputes to attendees, requiring host approval for reassignment to non-attendees, and enabling/disabling confirmations. Integrate with SSO/SCIM to map roles and sync user identities for accurate speaker suggestions. Provide admin settings with audit-logged changes and policy tooltips within the UI so users understand constraints before acting.

Acceptance Criteria
Third-Party Task Sync Updates
"As an engineer with tasks synced to Jira, I want reassignments in EchoTask to update Jira automatically so that my task list stays accurate across tools."
Description

When reassignment occurs, propagate changes to linked external systems (e.g., Jira, Asana, Linear): update assignee fields, add a comment citing the dispute and meeting link, and preserve external permissions. Implement robust retry with backoff, idempotent request keys, and webhook-based reconciliation for out-of-band changes. Surface sync status per task (Synced, Pending, Failed) and provide manual retry with error details. Map EchoTask users to external identities via integration settings and handle unmapped users with admin prompts.

Acceptance Criteria

Guest Safe Mode

Temporary, meeting-scoped voiceprints for external participants with explicit consent and auto-deletion after the call. Falls back to name confirmation if a guest declines, so commitments are still captured without compromising privacy.

Requirements

Guest Consent Capture & Pre-Join Notice
"As an external guest, I want a simple way to accept or decline temporary voiceprint use before joining, so I can control my privacy while participating."
Description

Implements a clear, compliant consent experience for external participants at or before meeting join. Presents purpose-specific consent for temporary, meeting-scoped voiceprints with explicit accept/decline options, concise explainer text, and links to policy. Captures immutable consent metadata (meeting ID, timestamp, user identifier when available, client type, locale, IP/country for residency rules) and stores it separately from any biometric template. Supports Zoom/Teams/Meet/native web entry points, localized copy, screen-reader accessibility, and low-friction one-tap flows on mobile. If consent is not granted within a configurable timeout, automatically routes to the non-biometric fallback path. Emits analytics and audit events for admins while keeping guest data minimal and purpose-limited.

Acceptance Criteria
Meeting-Scoped Voiceprint Enrollment & Speaker Matching
"As a host, I want EchoTask to accurately tag guest speech in real time within the meeting, so action items and decisions are traceable to the correct guest."
Description

Creates an ephemeral voiceprint for consenting guests during a brief enrollment step (e.g., 3–5 seconds of speech) and uses it solely for real-time in-meeting speaker attribution. Integrates with diarization to improve accuracy and maintains a meeting-only identifier that annotates the transcript and timeline without persisting biometric data post-meeting. Handles noisy environments, device switches, reconnections, and multi-guest scenarios with confidence scoring and graceful degradation. Supports standard conferencing platforms via SDKs, with low-latency matching (<300 ms target) to ensure timely task attribution and decision tagging in EchoTask’s pipeline.

Acceptance Criteria
Auto-Deletion & Data Lifecycle Enforcement
"As a privacy-conscious guest, I want my biometric data to be automatically deleted after the meeting, so my identity is not retained beyond its stated purpose."
Description

Automatically deletes all guest voiceprints and any derivative biometric artifacts immediately at meeting end or within a configurable short TTL (e.g., 15 minutes), while retaining only non-biometric consent records for audit. Includes fail-safe deletion on crash/retry, periodic reaper jobs, and tamper-evident logs. Ensures encryption in transit and in memory, never writes voiceprint templates to disk beyond the TTL, and proves deletion through signed audit events. Provides admin-configurable residency and retention policies consistent with GDPR/CCPA purpose limitation and data minimization.

Acceptance Criteria
Decline Fallback: Name Confirmation & Non‑Biometric Labeling
"As a guest who declines consent, I want my contributions labeled by name without voice biometrics, so my commitments can still be tracked without compromising my privacy."
Description

When a guest declines consent or times out, switches to a non-biometric identification flow that captures a spoken or typed name and applies it as a transcript label without creating any voiceprint. Offers host-assisted labeling and post-join rename options. Maintains action item capture by linking tasks and decisions to the guest label and, when available, contact info from the invite. Ensures the UI clearly communicates that no biometric data is used or stored, supports accessibility, and preserves all core EchoTask workflows (ownership, reminders) with the non-biometric identifier.

Acceptance Criteria
Guest Identity to Task Attribution & Notifications
"As a PM, I want action items attributed to the correct guest with notifications sent, so follow-ups happen even with external participants."
Description

Links recognized guest identities (biometric label or non-biometric name) to action items and decisions, enabling assignment, due dates, and reminders. When external contact details are known (calendar invite, meeting chat, or host entry), sends actionable summaries and notifications via email and calendar invites without requiring account provisioning. Supports exporting tasks to external systems (e.g., Jira, Asana) with the guest as assignee or follower, while honoring consent state and data minimization. Provides reconciliation tools for hosts to resolve ambiguous labels and merge duplicates.

Acceptance Criteria
Admin Policy Controls, Localization & Compliance
"As an admin, I want to set policies and review audit logs for guest participation, so our organization stays compliant while collaborating externally."
Description

Provides tenant-level controls to mandate or disable Guest Safe Mode, customize consent text, configure TTLs, choose data residency, and restrict functionality by meeting type or domain of external guests. Includes downloadable audit logs (consent events, deletion proofs), DPIA-ready documentation, and localized consent templates. Surfaces compliance guardrails (e.g., disable for minors, sensitive categories) and integrates with legal hold exceptions that exclude biometric data. Ensures SOC 2 controls, segregation of duties, and least-privilege access for any service handling guest data.

Acceptance Criteria

Identity Bridge

Maps verified voiceprints to corporate identity providers (Okta/SSO), Slack, and GitHub so task ownership, reminders, and PR links always target the right person—even across name changes or duplicate accounts.

Requirements

SSO Identity Provider Integration
"As an IT admin, I want EchoTask to integrate with our SSO so that user identities are consistently anchored and mappings stay accurate as employees join, change names, or leave."
Description

Integrate with corporate identity providers (Okta, Azure AD, Google Workspace) via OIDC/SAML to establish a single, stable user anchor (subject/uid) for EchoTask. Support SCIM for user lifecycle events (provisioning, updates, deprovisioning) and just-in-time mapping on first login. Store only minimal identifiers needed to link accounts; never store credentials. Handle multi-tenant org separation, domain claims, and role/attribute mapping (e.g., email, employee ID). Provide secure key management, certificate rotation, and automatic metadata refresh. On deprovision, immediately revoke mappings and stop reminders. Expose webhooks to notify downstream systems of identity changes affecting task ownership and reminders.

Acceptance Criteria
Voiceprint Enrollment and Linking
"As a meeting participant, I want to securely link my voice to my corporate identity so that EchoTask can reliably assign tasks to me without manual tagging."
Description

Enable users to enroll a verified voiceprint and consent to linking it with their SSO identity. Store biometric templates securely using encryption at rest and in transit, with configurable retention and revocation. Implement high-precision matching with configurable confidence thresholds, liveness checks, and replay protection. Support re-enrollment flows for name changes or device quality issues, and allow admins to unpair or suspend voice links. Log all enrollment, link, and unlink events for auditability. Ensure compliance with applicable biometric and privacy regulations by surfacing consent text, purpose limitation, and data deletion controls.

Acceptance Criteria
Real-time Speaker Identification
"As a PM, I want EchoTask to recognize who is speaking in real time so that action items and decisions are attributed to the correct person during the meeting."
Description

Identify speakers during meetings in near real time using enrolled voiceprints and map them to SSO identities with confidence scores. Target sub-second attribution after utterance end to support timestamped action item extraction. Provide fallback flows when confidence is low: prompt manual confirmation, display unknown speaker labels, and queue post-meeting resolution. Persist speaker-to-identity mappings per timestamp to ensure decisions and action items are attributed correctly even if names change later. Expose identification confidence and provenance in the UI and API for transparency.

Acceptance Criteria
Slack Account Mapping and Messaging
"As an engineering manager, I want EchoTask to map tasks and reminders to the correct Slack user so that my team receives notifications even if their Slack names change."
Description

Link SSO identities to Slack user IDs across one or more workspaces to ensure mentions, DMs, and reminders reach the right person despite display name changes or duplicates. Support Slack SCIM and Users API to resolve members, handle reactivation/deactivation, and map domain-claimed emails or enterprise grid IDs. Validate mappings before sending messages and gracefully handle disabled accounts by escalating to alternates or email. Provide per-org configuration of channels for reminders and allow admins to override mappings. Maintain least-privilege scopes and rotate tokens securely.

Acceptance Criteria
GitHub Account Linking and PR Association
"As a developer, I want EchoTask to link my identity to my GitHub account so that PR references and code review tasks are assigned to me correctly."
Description

Map SSO identities to GitHub accounts (Enterprise Cloud and Server) for accurate PR links, issue mentions, and code owner assignments. Support SAML/SSO linking checks, org membership verification, and username rename tracking. Resolve multiple emails per user and prefer verified, org-associated addresses. Provide admin overrides for edge cases and ensure actions respect repository permissions. Offer webhooks to refresh mappings on rename or org membership changes, and fail safely by omitting mentions rather than tagging the wrong user.

Acceptance Criteria
Duplicate and Ambiguous Identity Resolution
"As a security analyst, I want EchoTask to detect and prevent ambiguous mappings so that tasks and reminders never go to the wrong person."
Description

Detect and resolve duplicate or conflicting identities across SSO, Slack, and GitHub by using deterministic anchors (SSO subject/employee ID) and weighted heuristics (verified email matches, org membership, historical interactions). Provide an admin review queue to merge or split identities with full audit trail and rollback. Surface confidence indicators and block automated assignment when ambiguity is above threshold, prompting manual selection. Continuously monitor for drift (rename, reassignment, reassociation) and re-evaluate mappings to prevent misdirected tasks.

Acceptance Criteria
Admin Console, RBAC, and Audit Logging
"As a tenant admin, I want centralized controls and audit logs for identity mappings so that I can manage exceptions and meet compliance requirements."
Description

Provide an admin console to view and manage identity mappings, enrollment status, overrides, and conflict resolution with role-based access controls. Record immutable audit logs for all identity events (enrollments, links, merges, overrides, deprovisions) with timestamps, actor, and reason. Support exports, retention policies, and privacy requests (access, correction, deletion). Offer alerts for broken mappings, excessive false matches, or integration failures. Expose APIs for bulk operations and backfill/CLI tools to migrate existing users safely.

Acceptance Criteria

Print Revocation

Self-serve and admin controls to revoke, rotate, or re-enroll voiceprints. Automatically triggers on offboarding or role changes, preserving trust and compliance while keeping attribution accurate over time.

Requirements

Self-Serve Voiceprint Revocation
"As a team member, I want to revoke my voiceprint so that I can control my biometric data and prevent any future misuse or misattribution."
Description

Provide a user-facing control in EchoTask settings to immediately revoke the user’s active voiceprint. On confirmation, invalidate the current template across attribution, diarization, and task assignment pipelines within 60 seconds, without altering historical transcripts or tasks created prior to the revocation timestamp. Display an impact summary (what changes now vs. what remains) and offer next steps to rotate or re-enroll. Propagate state to all devices/sessions, block future attributions for the revoked template, and tag the identity as revoked for audit and compliance. Integrate with notifications to inform the user and relevant project admins of the change.

Acceptance Criteria
Admin Bulk Revocation Controls
"As an org admin, I want bulk controls to revoke voiceprints for affected users so that I can rapidly enforce security and compliance at scale."
Description

Enable organization admins to revoke, suspend, restore, or delete voiceprints for one or many users via dashboard and API. Support bulk selection by department, role, or CSV import; include dry-run impact preview (affected meetings, upcoming sessions, and open tasks). Enforce RBAC and optional two-person approval for destructive actions. Provide rollback within a configurable window for accidental revocations and emit structured webhooks for downstream systems. Multi-tenant aware with full audit coverage.

Acceptance Criteria
Voiceprint Rotation Workflow
"As a security-conscious user, I want to rotate my voiceprint periodically so that I maintain strong security without losing my identity history in EchoTask."
Description

Offer a guided rotation process that replaces a user’s voiceprint with a new template while maintaining attribution continuity. Allow scheduling or forced rotation policies (e.g., every 180 days). Support a dual-validity window where both old and new templates operate until the new template is verified, then retire the old one. Update diarization models, task attribution mapping, and API consumers with the new identifier. Provide user and admin notifications and ensure zero-downtime for live meetings.

Acceptance Criteria
Automatic Revocation on HR/IdP Events
"As a security officer, I want voiceprints to revoke automatically when HR or identity changes occur so that we eliminate manual gaps and meet compliance obligations."
Description

Integrate with HRIS/IdP systems (e.g., SCIM, Okta, Azure AD, Workday) to automatically revoke or rotate voiceprints on offboarding, termination, or sensitive role changes. Provide configurable rules per org (which events, delay, approval requirements) and ensure near-real-time application with a maximum SLA of 5 minutes. Include retries, dead-letter handling, and fail-safe default to revoke when uncertainty exists. Record event source, rationale, and resulting actions for audits and notify relevant stakeholders.

Acceptance Criteria
Secure Re-enrollment with Verification
"As a returning user, I want a secure, guided re-enrollment so that I can quickly regain full functionality while ensuring it’s really me enrolling."
Description

Deliver a consented, secure re-enrollment flow with liveness detection, environment quality checks, and minimum audio capture requirements to generate a new template. Gate initiation behind multi-factor authentication and admin-configurable policies. Support multiple languages and guidance for noisy environments. On success, update attribution mappings and enable the new voiceprint; on failure, route to admin-assisted verification. Store only derived templates, not raw audio, beyond short-term processing windows.

Acceptance Criteria
Audit Logging and Compliance Evidence
"As a compliance manager, I want detailed, exportable logs of all voiceprint lifecycle events so that I can demonstrate compliance and investigate issues."
Description

Create immutable, queryable logs for every revocation, rotation, and re-enrollment event, including actor, timestamp, source (self-serve/admin/HRIS), reason codes, approvals, and notifications. Provide export to SIEM via API and scheduled reports. Enforce retention and data minimization policies aligned with biometric privacy laws and customer contracts. Surface an audit timeline per user and an organization-wide compliance report to support audits and incident response.

Acceptance Criteria
Post-Revocation Attribution Safeguards
"As a product manager, I want safeguards that preserve historical accuracy while preventing future misattribution after revocation so that tasks and transcripts remain trustworthy."
Description

Ensure future audio is never attributed to a revoked template. For in-progress meetings, apply a mid-call model update to stop attribution immediately; for scheduled meetings, propagate revocation before start time. Preserve historical transcripts and tasks but annotate the revocation timestamp and prevent retroactive identity changes unless explicitly approved by admins. Provide tooling to reassign open action items from revoked identities and to flag ambiguous speaker segments for review.

Acceptance Criteria

TimeSeal Anchor

Cryptographically timestamp every decision and action item at the moment of capture, then anchor its hash to a trusted time authority and optional public chain. Prevents backdating, produces verifiable “when” evidence for audits, and auto-reanchors on edits to show an immutable version trail tied to the original meeting timestamp.

Requirements

Deterministic Payload Normalization & Hashing
"As a product manager, I want each captured decision and task to be hashed deterministically at creation so that I can prove exactly what was decided without exposing meeting content."
Description

Define a canonical payload for each captured decision and action item that includes meeting identifier, agenda timestamp, transcript segment offsets, speaker references, action title and description, owners, due dates, and decision metadata. Normalize fields (e.g., UTC time, trimmed text, stable ordering) and serialize via a canonical scheme to ensure reproducible byte representation. Compute a SHA-256 hash over the canonical payload with a per-meeting salt to avoid cross-workspace correlation while preventing sensitive content leakage. Persist the payload schema version, hash, and salt reference alongside the TimeSeal event ID. Ensure idempotent processing and exactly-once semantics in the capture pipeline with retry-safe hashing. Integrate with EchoTask’s transcription, action extraction, and event bus so hashes are produced at the moment of capture without introducing user-visible latency.

Acceptance Criteria
Trusted Timestamp Authority Anchoring
"As a compliance officer, I want each decision hash anchored to a trusted time authority so that audits can verify the exact creation time."
Description

Submit each computed payload hash to a trusted timestamp authority at capture time to obtain a signed timestamp token that proves existence at or before the TSA’s recorded time. Validate the returned token and certificate chain, record serial numbers and issuer data, and store the token atomically with the associated event. Implement retry with exponential backoff, failover to secondary TSA providers, and queuing when offline. Expose configuration for workspace-level TSA selection and provide health metrics for anchoring latency and success rates. Ensure tokens are verifiable long term by persisting the TSA certificate chain and algorithm metadata.

Acceptance Criteria
Public Chain Anchoring with Merkle Batching
"As a security-conscious admin, I want optional anchoring to a public blockchain so that our evidence has independent, tamper-resistant proof of timing."
Description

Periodically batch newly created event hashes into a Merkle tree and anchor the root to a configurable public blockchain without exposing plaintext meeting content. Store for each event the Merkle path proof, anchor transaction ID, block number, and confirmations count. Support multiple chains and per-workspace policies for cost and confirmation thresholds. Implement reorg handling, anchor monitoring, and delayed finality reporting. Provide cost controls via dynamic batching windows and maximum batch size. Ensure resilience with queuing and replay, and maintain chain-agnostic abstraction to add or swap chains without code changes to the core pipeline.

Acceptance Criteria
Immutable Version Trail with Edit Re-anchoring
"As an engineering manager, I want edits to create a new linked timestamp so that changes remain transparent and the original record is immutable."
Description

On any edit to a decision or action item, generate a new canonical payload and hash, link it to the prior version via parent hash, and obtain a fresh TSA token and optional public-chain anchor while preserving the original capture timestamp reference. Maintain an immutable, append-only version graph containing timestamps, editor identity, and change reasons. Display diffs between versions and surface a clear lineage from current item to original capture. Prevent destructive edits by enforcing append-only semantics at the evidence layer while allowing user-facing content updates. Ensure that reminders, deadlines, and ownership changes trigger re-anchoring automatically.

Acceptance Criteria
Verification API and Evidence Pack Export
"As an auditor, I want a self-contained evidence pack for selected items so that I can independently verify their creation time and integrity."
Description

Provide a verification service and UI that recomputes the hash from a payload snapshot, validates the TSA token and certificate chain, and verifies public-chain inclusion via the Merkle path and on-chain anchor. Return a simple pass or fail verdict with detailed diagnostics for failures. Generate downloadable evidence packs containing the canonical payload snapshot, hash, TSA token, certificate chain, Merkle path, anchor transaction reference, and step-by-step offline verification instructions. Offer bulk verification for an entire meeting and webhook callbacks for programmatic attestations. Ensure evidence packs are stable across schema versions by embedding version and algorithm metadata.

Acceptance Criteria
Anti-backdating Controls and Time Source Attestation
"As a legal reviewer, I want safeguards against backdating so that the recorded times are trustworthy in disputes and regulatory reviews."
Description

Record time source telemetry (NTP/PTP sync status, drift, monotonic clock readings) at stamp time and include an attestation with each timestamped event. Enforce server-side capture times, reject or quarantine stamps when drift exceeds policy thresholds, and prevent client-provided timestamps from overriding capture time. Trigger alerts on anomalies, maintain an audit log of time-source health, and expose drift metrics in admin dashboards. Include time-source attestation in evidence packs to strengthen admissibility and dispute resolution.

Acceptance Criteria
Key Management, Rotation, and Access Controls
"As an IT administrator, I want secure key management and access controls so that evidence integrity and confidentiality are maintained over time."
Description

Manage cryptographic materials and verification certificates in a hardware-backed or cloud KMS with least-privilege access controls. Support key rotation and certificate rollover without invalidating historical evidence by retaining prior chains and publishing verification metadata. Restrict access to evidence artifacts by role and workspace, encrypt evidence at rest, and log access for audits. Provide break-glass procedures, separation of duties for admin actions, and tamper-evident logs to protect the integrity and confidentiality of TimeSeal assets.

Acceptance Criteria

ProofPack Export

One‑click export of a machine‑verifiable proof bundle (JSON + human‑readable PDF) containing the sealed record, hash, signer, timestamp, and anchor receipts. Share with auditors or vendors so they can independently verify authenticity without an EchoTask account—speeding reviews and reducing compliance back‑and‑forth.

Requirements

One-Click Export UX & API
"As a product manager, I want to export a proof bundle in one click so that I can quickly provide verifiable records to auditors without manual compilation or extra steps."
Description

Provide a single-action export from the Meeting Details view and a corresponding REST API endpoint to generate a ProofPack (.zip) containing both a machine-verifiable JSON and a human-readable PDF. Include an export modal with minimal options (JSON+PDF default, JSON-only), default filename convention (EchoTask-ProofPack-<meetingId>-<yyyyMMddHHmmss>.zip), and non-blocking background job processing with progress and completion notifications. Enforce permissions based on meeting ownership/role and workspace policies, apply rate limiting, and handle large meetings via chunked processing. Integrate with existing job queue, storage, and notification services, ensuring retries and idempotency for duplicate requests.

Acceptance Criteria
Cryptographic Sealing & Deterministic Canonicalization
"As an auditor, I want the export to include a cryptographically sealed record so that I can independently verify integrity and provenance without trusting EchoTask’s runtime systems."
Description

Generate a sealed record for each export by serializing meeting data (agenda, transcript excerpts with timestamps, decisions, action items with owners and due dates, participants, meeting metadata, and version identifiers) using a deterministic canonical JSON scheme (e.g., RFC 8785 JCS). Compute a SHA-256 digest and sign it with an EchoTask-managed private key (HSM-backed), embedding signature metadata (algorithm, key id, public key/cert chain, created-at) into the JSON. Include a manifest of included fields and schema version to guarantee reproducible hashing and forward compatibility. Ensure the sealing process is isolated, audited, and produces identical digests for identical inputs.

Acceptance Criteria
Trusted Timestamping & Public Anchors
"As a compliance officer, I want cryptographically assured timestamps and optional public anchors so that I can prove when the record existed using independent third parties."
Description

Attach a trusted timestamp to the sealed digest using an RFC 3161-compliant TSA and optionally anchor the digest to public ledgers (e.g., OpenTimestamps and Ethereum) to provide independent existence proofs. Bundle all timestamp tokens and anchor receipts in the JSON, including verification instructions and endpoints. Implement asynchronous anchoring with retries and backoff; if public anchoring is pending, mark status and allow later receipt injection with a re-download link. Validate TSA certificates, record chain-of-trust details, and expose configuration to enable/disable specific anchors per workspace policy.

Acceptance Criteria
Proof Bundle Packaging (JSON + PDF/A-3)
"As an external auditor, I want a single portable bundle with a readable summary and the underlying data so that I can review quickly while retaining the ability to verify authenticity offline."
Description

Assemble a portable ProofPack that includes the sealed JSON, a human-readable PDF summary, and a manifest enumerating all files and their hashes. Generate a PDF/A-3 compliant document containing a readable overview (meeting metadata, decisions, action items, verification summary, and anchor receipt snapshots) and embed the JSON as an attached file for portability. Include a README with step-by-step verification guidance and a QR/link to optional online verification. Ensure all files are hashed and listed in the manifest for internal consistency checks and that the pack opens reliably in common PDF viewers.

Acceptance Criteria
Offline Verification Kit
"As a vendor security reviewer, I want to verify the bundle’s integrity and timestamps without creating an account or uploading data so that my review is fast and compliant with data handling policies."
Description

Provide a self-contained verification utility (browser-based static page with WASM and a CLI binary) that accepts a ProofPack .zip and performs local checks: recompute digest over canonical JSON, verify the digital signature against embedded public key/cert chain, validate TSA timestamp tokens, and confirm optional public ledger anchors. Output a human-readable report (JSON and PDF) indicating pass/fail and details for each check. Require no EchoTask account or network access for core verification, with optional online lookups for revocation/anchor confirmations. Distribute signed binaries and publish the verifier spec to enable independent implementations.

Acceptance Criteria
Access Controls & Redaction Workflow
"As a meeting owner, I want to redact sensitive details while preserving verifiability so that I can share evidence externally without exposing confidential information."
Description

Limit export capability by role and workspace policy, and support pre-export redaction of sensitive transcript segments, PII fields, and attachments. Provide a redaction UI with preview and a redaction manifest embedded in the JSON that records what was removed or masked. Clearly label the exported PDF as redacted when applicable and ensure the sealed digest reflects exactly the redacted content. Enforce confidential-meeting restrictions and optional multi-approver flows before export, with watermarks and external-sharing disclaimers applied to PDFs.

Acceptance Criteria
Export Audit Logging & Secure Share Links
"As a workspace admin, I want complete visibility and control over proof bundle exports and shares so that we meet audit requirements and can revoke access when needed."
Description

Record a tamper-evident audit trail for each export (who, when, meeting id, digest, options chosen, IP/device) and provide expiring, access-controlled share links for distribution. Support optional passphrase protection, download limits, and link revocation without affecting already downloaded packs. Surface export and download events in an admin dashboard with filters and CSV export. Apply retention policies for generated packs in storage and notify owners on first external download.

Acceptance Criteria

ChainView Explorer

An in‑app ledger explorer that shows each decision’s seal status, version history, and diffs with who/when details. Filter by project, owner, or risk; drill into the exact meeting clip and agenda timestamp. Tamper indicators and missing‑seal alerts make gaps obvious, turning audits into a quick scan instead of a scavenger hunt.

Requirements

Unified Decision Ledger Index & Advanced Filters
"As a product manager, I want to quickly filter and search decisions across projects so that I can find relevant approvals and gaps without manual digging."
Description

Build an indexed, searchable ledger view aggregating all decisions across workspaces and projects, with facet filters for project, owner, risk level, seal status, meeting, date range, and agenda item. Support full‑text search on decision text and rationale, multi-select filters, saveable filter presets, and sort by recency, risk, owner, or seal status. Provide pagination and result counts, with query response under 300ms for common filters up to 100k decisions. Integrates with EchoTask’s decision, meeting, and task schemas via read-optimized indices and background sync, ensuring the explorer stays consistent with newly transcribed meetings and updates.

Acceptance Criteria
Version History Timeline & Diff Viewer
"As a compliance auditor, I want to view version timelines and diffs so that I can understand exactly what changed, by whom, and when."
Description

Persist immutable version snapshots for each decision, capturing text, metadata (owners, tags, risk, rationale), and system events. Present a timeline with who/when changes, inline notes, and approval events. Enable side-by-side and inline diffs between any two versions, including word-level text diffs and field-level metadata diffs with clear visual highlights. Surface change impact (e.g., owner reassignment, deadline changes) and support revert-to-version (admin only) through existing EchoTask update APIs, preserving chain continuity.

Acceptance Criteria
Cryptographic Seal & Tamper Detection
"As a security lead, I want cryptographically verifiable seals and tamper alerts so that I can trust the integrity of recorded decisions."
Description

Compute a content-addressable hash for each decision version and link it to the previous sealed version to form a verifiable chain. Sign seals with the workspace’s managed key and verify on read; display seal status badges (Sealed, Unsealed, Missing Seal, Broken Chain). Run background integrity checks, emit tamper indicators on mismatch, and create missing-seal alerts when configured thresholds are exceeded. Support key rotation with retained verification proofs and provide a local verification endpoint for offline audits.

Acceptance Criteria
Clip & Agenda Deep Link Integration
"As an engineer, I want to jump from a decision to the exact meeting clip and agenda timestamp so that I can validate context and intent quickly."
Description

Attach precise transcript ranges and video clip deep links to each decision, anchored to meeting IDs and agenda timestamps. Provide in-explorer playback of the exact clip with transcript highlighting, speaker attribution, and quick jumps to surrounding context. Enforce permissions based on meeting visibility and workspace roles. Maintain robust back-links so that updates to transcripts or agenda items automatically refresh anchors without breaking existing links.

Acceptance Criteria
Risk-based Views & Alerts
"As a program manager, I want risk-based alerts on missing seals and conflicts so that I can prioritize remediation on critical decisions."
Description

Expose risk facets and badges in the explorer, enabling quick filtering and aggregation (e.g., count of high-risk unsealed decisions). Generate configurable alerts for high/critical-risk decisions with missing seals, conflicting versions, or overdue approvals. Deliver real-time and digest notifications to Slack/Email and in-app, with routing rules by project/owner and suppression windows. Include an alert center panel that shows alert details, linked evidence, and remediation actions.

Acceptance Criteria
Audit Export & Shareable Evidence Pack
"As an external auditor, I want to export a defensible evidence pack so that I can complete audits efficiently with verifiable artifacts."
Description

Allow users to export a filtered set of decisions into an evidence package containing a human-readable summary (PDF/HTML), machine-readable data (JSON/CSV), linked meeting clip references, and seal proofs (hashes, signatures, and chain links). Support watermarking, optional field redaction, and access-controlled share links that expire. Provide a background export job with progress tracking, size limits, and audit logging of who exported what, when.

Acceptance Criteria
Role-Based Access Controls & Field-Level Redaction
"As a workspace admin, I want role-based visibility and redaction controls so that sensitive information is protected while enabling audits."
Description

Apply role- and project-based permissions to ChainView so that users only see decisions they’re entitled to. Support classification labels that drive automatic field-level redaction in the UI, exports, and clip transcripts (e.g., mask PII or security-sensitive details). Enforce permission checks for version viewing, diffing, playback, and export actions. Provide admin configuration for roles, redaction rules, and a policy simulator to validate visibility.

Acceptance Criteria

MultiChain Notary

Anchor proofs across multiple independent backends (e.g., internal ledger plus a public chain) with policy controls for projects, regions, and sensitivity. Gain redundancy, jurisdictional flexibility, and stronger non‑repudiation while keeping raw content private—only hashes leave your environment.

Requirements

Policy-Based Anchoring Rules
"As a compliance officer, I want to define anchoring policies by project, region, and sensitivity so that meeting artifacts are notarized on appropriate chains and meet regulatory requirements."
Description

Implement a declarative policy engine that selects one or more notary backends (internal ledger and/or public chains) based on project, region, sensitivity level, artifact type (transcript, decision, action item), and cost/finality targets. Policies support defaults and per-meeting overrides, precedence and conflict resolution, dry-run simulation, and fallback routes when a target chain is degraded. Enforce that only cryptographic digests (no raw content or PII) are ever eligible for egress. Provide admin UI and API to create, test, version, and audit policy changes. Integrate with EchoTask’s meeting pipeline so that policies are evaluated immediately after artifact generation and before anchoring, with results stored alongside the meeting record.

Acceptance Criteria
Deterministic Content Hashing & Redaction
"As a security-conscious PM, I want EchoTask to hash canonical, redacted representations of transcripts, decisions, and action items so that we can prove integrity without exposing sensitive content."
Description

Create a canonicalization and hashing service that produces stable digests for EchoTask artifacts (full transcript segments, decision snapshots, action items, agenda timestamps). Normalize encoding, locale/timezone, punctuation, and whitespace to ensure determinism. Support chunking and Merkle tree aggregation for long transcripts, emitting leaf proofs and a root hash per meeting. Integrate policy-driven redaction so sensitive spans are removed or masked before hashing, with redaction maps retained internally for verification without egress. Allow configurable algorithms (default SHA-256) and include content-addressable IDs that link artifacts to their notarized digests. Guarantee that only hashes and Merkle roots are exported beyond the environment.

Acceptance Criteria
Pluggable Notary Backends
"As a platform engineer, I want a pluggable adapter framework for internal and public chains so that we can add or swap notary backends without rewriting core logic."
Description

Deliver a modular adapter framework to integrate multiple independent notary backends, including an internal append-only ledger and at least one public blockchain (e.g., EVM-based and Bitcoin). Define a common interface for commit(batchRoot), getStatus(txId), finality checks, fee estimation, health checks, and retries. Support configuration per tenant/region, multi-endpoint redundancy, and sandbox/test networks. Enable hot-swappable adapters and versioning to add new chains without changing core logic. Provide security controls to prevent metadata leakage (hash-only payloads) and observability hooks for per-backend performance and reliability.

Acceptance Criteria
Multi-Chain Proof Receipts & Verification
"As a stakeholder, I want verifiable receipts linked to agenda timestamps so that I can independently confirm when and what was committed without trusting EchoTask."
Description

Generate tamper-evident proof receipts that link EchoTask artifact IDs and agenda timestamps to each chain’s transaction identifiers, block heights, commitment payloads, and observed times. Store receipt state transitions (submitted, confirmed, finalized, failed) and handle chain reorgs with automatic re-verification. Expose a user-facing Proof tab and API to retrieve receipts, download verifiable bundles (digest, Merkle proof, tx references), and follow step-by-step independent verification instructions. Provide shareable proof links and offline verification utilities for third parties. Map proofs back to the exact meeting segments and decisions within EchoTask for contextual trust.

Acceptance Criteria
Asynchronous Batching & Retry Queue
"As an operations engineer, I want batching and reliable retries across chains so that anchoring is cost-efficient and resilient to network issues."
Description

Introduce a dedicated anchoring pipeline with durable queues that batch multiple digests into periodic commitments to reduce fees and improve throughput. Implement idempotency keys, deduplication, exponential backoff with jitter, per-chain workers, rate limiting, and dead-letter handling. Support partial success across chains, with per-target commit state and automatic catch-up for missed batches. Provide dynamic batch sizing based on cost, latency, and policy finality targets. Emit webhooks/events so downstream systems and UIs can reflect anchoring progress in near real time.

Acceptance Criteria
Secure Key Management & Signing
"As a security admin, I want keys stored in our KMS/HSM with rotation and least-privilege access so that notarization is cryptographically sound and compliant."
Description

Integrate with enterprise KMS/HSM (AWS KMS, GCP KMS, Azure Key Vault) for custody of notary accounts and signing keys used to commit batch roots. Support per-tenant logical keys, least-privilege role separation, rotation, and emergency key revocation. Ensure all signing occurs within secure modules; no private keys are exposed to application memory. Provide chain account lifecycle management (creation, funding, rotation) and optional threshold/multisig schemes where supported. Capture comprehensive audit logs for all key operations and enforce mTLS and hardware-backed attestation for the notary service.

Acceptance Criteria
Regional Routing & Data Residency Controls
"As a global IT admin, I want routing and residency controls that ensure no data or metadata leaves restricted regions so that we comply with data sovereignty laws."
Description

Implement residency-aware routing that pins anchoring workflows and metadata storage to customer-selected regions. Ensure that only hashes egress and that no PII or meeting metadata is embedded in on-chain payloads. Provide region-specific relays or gateways to reach public chains without cross-region data movement, and allow disabling public chains for restricted jurisdictions in favor of private/internal ledgers. Expose controls to map projects and sensitivity labels to region-appropriate chains and endpoints, with audit evidence of residency compliance for every proof.

Acceptance Criteria

Selective Reveal

Share cryptographic proofs that reveal only what’s necessary. Sensitive text is committed via salted hashes, while non‑sensitive metadata (owner, due date, decision type) remains visible. Provide vendors with evidence of integrity and timing without disclosing secrets, satisfying least‑privilege and privacy requirements.

Requirements

Sensitive Data Commitment Pipeline
"As a security-conscious PM, I want sensitive meeting text stored as salted commitments with visible metadata so that I can prove integrity without disclosing the actual content."
Description

Implement a deterministic, cryptographically sound pipeline that commits sensitive meeting artifacts (transcript segments, decision rationale, action item descriptions) using per-field salted hashes while leaving non-sensitive metadata (owner, due date, decision type, meeting ID, timestamps) visible. Use a CSPRNG to generate a unique salt per committed field and store salts encrypted at rest via KMS. Compute commitments at creation and on every update, versioning each artifact and linking versions to meetings and agenda timestamps. Standardize on SHA-256 (configurable) and canonicalize inputs (normalization, encoding) to ensure cross-platform verifiability. Persist a commitment record that includes: field identifier, salted hash, visible metadata, created_at, updated_at, and a stable commitment ID. Emit domain events for downstream proof packaging and auditing. Provide idempotent batch processing for large transcripts and resilience features (retry, partial failure handling).

Acceptance Criteria
Proof Package Generation & Signing
"As a compliance lead, I want downloadable signed proof bundles for specific meetings and artifacts so that external vendors can independently verify integrity and provenance."
Description

Provide a service and API to produce signed proof packages that vendors can verify offline. A package contains: canonicalized visible metadata, one or more salted hash commitments (and optional Merkle root for batch proofs), creation timestamp, and a detached digital signature. Sign using keys managed in KMS/HSM (Ed25519 or ECDSA P-256), with key rotation support and embedded key identifiers. Expose REST and webhook endpoints to generate proofs on-demand or upon meeting close. Include a deterministic canonical JSON format, content-type hashes, and an envelope that supports pagination for large sets. Return a compact downloadable JSON and a QR code/link for the verification portal. Maintain audit logs of who generated what proof and for which vendor context.

Acceptance Criteria
Selective Disclosure & Reveal Flow
"As a vendor manager, I want to reveal only the minimum necessary text tied to a prior commitment so that I can satisfy due diligence without leaking other sensitive details."
Description

Enable authorized users to selectively reveal specific sensitive fields post-commitment by sharing the plaintext and its original salt to counterparties, without exposing any unrelated fields. Provide a guided UI to pick fields, preview what will be revealed, and generate a minimal reveal package that includes the plaintext, salt, related commitment ID, and references to the original proof package. On vendor side, the verifier recomputes the hash to confirm equality with the commitment and checks the original signature/timestamp. Support revocable, expiring reveal links, granular scope (field-level), and audit logging of each reveal event (who, when, what). Block reveals for fields superseded by newer versions unless the user explicitly targets a specific version. Ensure least-privilege by never bundling unrevealed salts or plaintexts.

Acceptance Criteria
External Verification Portal
"As a vendor security analyst, I want an independent portal and CLI to verify proofs and selective reveals so that I can trust integrity claims without relying on the issuer’s backend."
Description

Deliver a publicly accessible, read-only verification portal (and CLI) where counterparties upload or paste a proof package and optional reveal items to validate signatures, timestamps, and hash matches. The portal verifies the signature chain against published keys, checks timestamp validity, recomputes hashes for any revealed fields, and displays a simple pass/fail with detailed diagnostics. Provide offline-capable open-source CLI parity for regulated vendors. Include safeguards against PII leakage (no server-side persistence of plaintexts by default), rate limiting, and a self-contained, cacheable JS bundle for air-gapped environments. Publish a verification spec so third parties can implement independent verifiers.

Acceptance Criteria
Time-Stamping & Integrity Anchoring
"As a legal/compliance stakeholder, I want cryptographic evidence of when a commitment existed so that I can demonstrate ordering and non-backdating of decisions and tasks."
Description

Augment proof packages with trusted time evidence by integrating an RFC 3161 Time Stamping Authority (TSA) and optional daily anchoring of a Merkle root to a public blockchain. Each proof includes the TSA token; batch jobs compute a Merkle tree over the day’s commitments and publish the root anchor, storing transaction IDs for later inclusion proofs. Implement retries, attestation caching, and monitoring for TSA availability. Expose APIs to retrieve inclusion proofs and verify that a given commitment existed no later than a specific time. Clearly indicate trust modes (TSA only, TSA + chain, fallback to server time) in the package.

Acceptance Criteria
Scoped Share Links & Access Controls
"As a PM sharing evidence with a vendor, I want scoped links that show proofs and allowed reveals only so that I can meet audit requests without exposing the full meeting content."
Description

Introduce scoped, least-privilege share links for vendors that expose only non-sensitive metadata, signed proof packages, and optionally selected reveals. Enforce short-lived, expiring tokens; optional one-time use; IP and domain restrictions; and SSO/email verification for gated access. Ensure links never grant access to underlying transcripts or unrevealed salts/plaintexts. Provide downloadable JSON for archival, with integrity checksums and pagination for large meetings. Log all access in an immutable audit trail and surface alerts on anomalous access patterns.

Acceptance Criteria

AutoVerify API

Programmatic verification via REST/SDK and webhooks to embed proof checks in CI, PRs, and ticketing. Show a “Verified by Ledger” badge in Jira/GitHub, block merges if a linked decision proof doesn’t match, and get alerts if an anchor can’t be confirmed—eliminating manual spot checks and raising trust across tools.

Requirements

Ledger Proof Canonicalization & Anchoring
"As a platform integrator, I want a deterministic proof format and hashing standard so that any system can independently verify decisions without ambiguity."
Description

Define a deterministic, versioned proof schema and canonicalization process for decisions extracted from EchoTask, including canonical JSON ordering, normalization rules (whitespace, timestamps, locale), and a standard hashing algorithm (e.g., SHA-256) to produce stable proof digests. Establish anchor metadata structure (anchor_id, ledger_reference, anchored_at, integrity fields) and a ledger abstraction layer to support multiple anchor providers. Provide reference vectors and conformance tests so SDKs and third-party tools produce identical hashes. Ensure backward-compatible schema evolution and embed schema version in all proofs to guarantee long-term verifiability across integrations.

Acceptance Criteria
Decision Proof Verification API
"As a CI pipeline engineer, I want an API to programmatically verify decision proofs so that my pipelines can fail fast when a proof does not match the ledger."
Description

Expose REST endpoints to verify single or batched decision proofs against their ledger anchors, returning a normalized verdict (verified, mismatch, unreachable, expired) with reason codes, anchor metadata, and verification timestamps. Support idempotency keys, pagination for batch results, deterministic error taxonomy, and performance targets (p95 < 500ms with warm cache). Implement configurable tolerance windows for timestamp drift and provide cache-assisted verification with eventual consistency controls. Enforce tenant isolation, OAuth2 scopes, and comprehensive audit logging, while supplying detailed response links to the originating EchoTask decision and meeting timestamps.

Acceptance Criteria
Signed Webhooks with Retry & Ordering
"As a DevOps lead, I want signed webhooks with reliable delivery so that downstream tools stay in sync with verification outcomes without polling."
Description

Deliver event notifications (proof.verified, proof.mismatch, anchor.unreachable, badge.updated) via HMAC-signed webhooks with secret rotation, timestamped signatures, and replay protection. Provide at-least-once delivery with exponential backoff, jitter, and a dead-letter queue, plus an idempotency key for safe consumer processing. Preserve order per decision_id and expose a redelivery endpoint with delivery logs. Include endpoint health checks, rate limits, and a test-mode sender to facilitate integration setup in staging environments.

Acceptance Criteria
CI Status Checks & Merge Blocking
"As a repository maintainer, I want merge checks that block when a decision proof is unverified so that untrusted changes cannot be merged."
Description

Integrate with GitHub Checks API and GitLab Commit Statuses to post a "Verified by Ledger" status on commits and pull/merge requests, gating merges when linked decision proofs fail verification or cannot be confirmed. Support a repo-level autoverify.yml for mapping commits/PRs to decision_ids, policy controls (required checks, environments, admin bypass), and contextual annotations linking back to the EchoTask decision and agenda timestamp. Provide containerized CI helpers and example configurations for GitHub Actions, GitLab CI, and Jenkins to simplify adoption.

Acceptance Criteria
Jira Badge & Issue Linking
"As a product manager, I want a visible verification badge in Jira so that my team trusts that linked decisions are authentic before progressing work."
Description

Offer a Jira integration that renders a "Verified by Ledger" badge on issues linked to EchoTask decisions, with a custom field/panel showing current verification status, anchor details, and last-checked time. Sync statuses via webhooks, support bulk backfill for existing tickets, and provide workflow validators that prevent transitions when verification policies are not met. Include secure installation, project-level configuration, field mapping, and localization to fit diverse Jira environments.

Acceptance Criteria
SDKs & Client Authentication
"As a backend engineer, I want official SDKs and secure auth so that I can integrate proof checks quickly and safely into existing services."
Description

Publish official SDKs (Node.js, Python, Java) with typed models for proofs, canonicalization helpers, and verification calls, implementing standardized retries, timeouts, and circuit breaking. Provide OAuth2 Client Credentials as the primary auth mechanism with scope-based access, plus optional API keys for service accounts. Include request signing, example applications, and semantic versioning with a deprecation policy to ensure stable integrations across CI and ticketing ecosystems.

Acceptance Criteria
Alerting & Incident Notifications
"As a reliability engineer, I want actionable alerts on verification failures so that I can respond quickly and maintain trust across tools."
Description

Enable configurable alerts to Slack, email, and PagerDuty when anchors cannot be confirmed, proofs mismatch, or verification latency breaches SLOs. Provide rule-based routing, deduplication, suppression windows, and escalation paths, with alerts containing correlation IDs, decision references, and links to EchoTask diagnostics. Offer per-project policies and maintenance windows to reduce noise during planned ledger outages or upgrades.

Acceptance Criteria

Follow-Sun Routing

Automatically routes action items to the next awake region using working hours, handoff windows, holidays, and PTO signals. Keeps momentum overnight without manual reassignment, and delivers each new owner the timestamped context clip and key notes so they can start immediately.

Requirements

Global Availability & PTO Sync
"As a program manager, I want EchoTask to know who is available by region and time so that action items are routed only to on-duty team members."
Description

Integrate with Google Workspace and Microsoft 365 calendars to ingest users’ working hours, time zones, regional holidays, and PTO/OOO status. Maintain a normalized availability graph per user and region with daily syncs and on-demand updates, accounting for daylight saving changes and overlapping schedules. Provide org/team defaults and fallbacks when data is missing, and enforce least-privilege, read-only scopes with caching and graceful degradation if providers are unavailable. Expose availability via an internal API for the routing engine to determine eligible on-duty owners.

Acceptance Criteria
Follow-Sun Routing Engine
"As a tech lead, I want tasks to automatically move to the next qualified on-duty owner so that progress continues overnight without manual reassignment."
Description

Implement a deterministic routing engine that selects the next awake region and best-fit owner based on availability, role/skill tags, workload balance, ownership continuity thresholds, and task urgency. Enforce handoff rules to minimize reassignment churn (e.g., maximum one handoff per 24 hours unless urgent), respect locked owners, and batch-route multiple tasks efficiently. Provide observability (metrics, tracing), idempotent operations, and backpressure handling for high-volume handoffs. Make scoring weights configurable at the org/team level and support A/B evaluation of policy variants.

Acceptance Criteria
Handoff Windows & Policy Configuration
"As an operations manager, I want to configure handoff policies per team so that routing follows our follow-the-sun playbook."
Description

Provide admin and team-level configuration of handoff policies including region priority order, minimum remaining shift time to trigger handoff, blackout/quiet hours, holiday bridging, escalation paths, and exceptions per project or task type. Offer a UI and API to manage versioned policies with validation and preview/simulation before publish. Store policy history with effective dates and ensure backward-compatible evaluation for in-flight tasks.

Acceptance Criteria
Context Packet Delivery
"As a new regional owner, I want a concise context packet when a task is handed off so that I can start immediately without rewatching the whole meeting."
Description

On each handoff, generate and deliver a context bundle to the new owner containing the timestamped audio/video clip, transcript snippet, key decisions, and links to the originating meeting and task. Support delivery channels including Slack/Teams, email, and Jira/Linear comments with deep links back to EchoTask. Provide quick accept/decline actions, localize times to the recipient’s time zone, enforce access controls with expiring media links, and log delivery status with retries and fallbacks.

Acceptance Criteria
Quiet Hours–Aware Notifications
"As an engineer, I want notifications to arrive when I’m on duty so that I’m not disturbed off-hours and can respond promptly when I start."
Description

Schedule notifications to align with each user’s shift start and respect Do Not Disturb, quiet hours, and OOO states. Support per-user channel preferences, digest mode for multiple handoffs, snooze until next on-duty period, and escalation to alternates if unacknowledged. Implement rate limiting, exponential backoff, and mirrored email when chat delivery fails. Track acknowledgements and read receipts to feed back into routing decisions.

Acceptance Criteria
Routing Audit & Explainability
"As a compliance lead, I want a transparent audit of routing decisions so that we can justify assignments and debug policy issues."
Description

Record an immutable audit log for every routing decision including candidate set, scoring factors, policy version, availability snapshot, and final assignment. Surface a timeline view in the UI with human-readable explanations ("routed to APAC because EMEA was off-duty; owner chosen due to skill match and lowest workload") and provide CSV/API export. Include a sandbox simulation tool to run "what-if" scenarios against historical tasks and validate new policies. Apply retention controls and support data subject requests for compliance.

Acceptance Criteria

Morning Brief

Delivers a personalized start-of-day digest with your assigned follow-ups, due dates, and the exact meeting clip for context. One-tap accept, snooze, or rescope right from Slack or email reduces status churn and turns mornings into action.

Requirements

Personalized Digest Assembly Engine
"As a PM or engineer, I want a concise morning digest of my assigned follow-ups with due dates and context so that I can prioritize my day without hunting across apps."
Description

Server-side job that compiles a per-user, start-of-day summary of assigned follow-ups, due dates, and recent changes, with each item linked to its originating meeting decision and agenda timestamp. Aggregates items created or updated since the last digest, highlights overdue or at-risk tasks, and groups by urgency, project, and meeting. Produces channel-agnostic payloads (Slack/email) with consistent ordering, concise summaries, and transcript excerpts for context. Handles deduplication, time-zone normalization, and idempotent generation so the same brief is used across channels. Exposes an API to fetch the latest digest for preview and debugging.

Acceptance Criteria
Slack Interactive Brief Delivery
"As a user who works in Slack, I want my morning brief as an interactive message so that I can act on tasks without leaving my daily workflow."
Description

Deliver the Morning Brief via a direct message in Slack using Block Kit with per-task controls: Accept, Snooze, and Rescope. Include compact task summaries, due dates, priority indicators, and a link to the exact meeting clip. Support per-item and bulk actions, threaded confirmations, and modals for rescoping. Respect Slack rate limits, retries, and idempotency keys. Handle fallbacks (e.g., if interactivity expires) by linking to a lightweight web action page. Ensure accessibility, mobile rendering, and workspace-level install and permission scopes. Track deliveries, opens, and actions for reliability monitoring.

Acceptance Criteria
Email Brief Delivery with One-Click Deep Links
"As a user who prefers email, I want a clear morning summary with one-click actions so that I can manage my follow-ups directly from my inbox."
Description

Generate a responsive, accessible email that lists assigned follow-ups with due dates, urgency badges, and per-item deep links for one-click Accept/Snooze/Rescope via signed magic links. Include meeting clip thumbnails that open the EchoTask web player at the exact timestamp. Support dark mode, localization of dates and times, and graceful degradation for clients that block images or buttons. Embed a summary header (count by urgency) and footer links to manage preferences. Implement delivery via a reliable ESP with bounce handling, link tracking, and DMARC/SPF/DKIM compliance.

Acceptance Criteria
One-Tap Action Handling (Accept, Snooze, Rescope)
"As an assignee, I want to accept, snooze, or rescope a task in one tap so that I can quickly commit or adjust without back-and-forth."
Description

Backend and UI flows to process one-tap actions from Slack and email. Accept confirms ownership and sets task state; Snooze provides quick presets (later today, tomorrow, next week, custom) and updates reminders; Rescope allows editing due date, assignee, and task title/notes via Slack modal or minimal web page. All actions are authenticated, authorized, idempotent, and audited (who, when, previous vs. new values). Notify original assigner on significant changes and update downstream systems (EchoTask timeline, reminders). Concurrency-safe updates with optimistic locking to prevent race conditions.

Acceptance Criteria
Meeting Clip Context Attachment
"As an assignee, I want the exact moment from the meeting attached to each task so that I understand the intent and avoid misinterpretation."
Description

Attach an exact meeting clip to each digest item, starting a few seconds before the relevant timestamp and ending after the decision is stated. Pre-generate clip references when tasks are created and expose secure, expiring playback URLs. In Slack, open clips in a lightweight web player with transcript captions and a jump-to-transcript excerpt; in email, link via a thumbnail. Ensure low-latency playback on desktop and mobile with adaptive bitrate, and provide fallbacks to transcript-only view if media is unavailable.

Acceptance Criteria
Scheduling and User Preferences
"As a busy user, I want to control when and how I receive the Morning Brief so that it fits my schedule and reduces noise."
Description

User-level controls for delivery time, time zone detection/override, weekdays, do-not-disturb windows, preferred channel (Slack, email, both), and conditions to send (always vs. only when there are changes). Scheduler service calculates the next send time per user, skips delivery when there are no actionable items, and supports organization holidays. Provide UI in web app and Slack slash command to view/change settings. Implement retries with exponential backoff, and emit metrics for success/failure per channel.

Acceptance Criteria
Access Control and Compliance
"As a security-conscious admin, I want the Morning Brief to honor permissions and privacy so that our organization stays compliant and protected."
Description

Enforce permissions so only authorized recipients can view task details and meeting clips referenced in the brief. Signed links are short-lived and scoped to the recipient. Respect meeting redaction policies and mask sensitive transcript segments as required. Record access in audit logs and expose admin controls to enable/disable Morning Brief, set retention, and configure data residency. Comply with GDPR/CCPA requirements (consent, data export/delete) and include clear preference/unsubscribe mechanisms in emails and Slack app home.

Acceptance Criteria

Quiet Hours Guard

Respects regional quiet hours and cultural calendars, deferring pings and reminders to land at each owner’s morning window. Increases response rates, reduces burnout, and ensures follow-ups arrive when teammates can actually act.

Requirements

Time Zone & Locale Detection
"As a globally distributed teammate, I want my time zone to be auto-detected and correct so that reminders arrive in my actual morning."
Description

Automatically derive each assignee’s time zone and locale from connected calendars (Google/Outlook), user profile settings, and Slack/SSO attributes, with IP-based fallback. Normalize to canonical tz database IDs, handle daylight saving time changes, and store as a user preference in EchoTask. Expose a verification UI and change notifications when a detected zone shifts. This foundation enables Quiet Hours Guard to schedule reminders precisely in the recipient’s morning window and apply regional rules without manual setup.

Acceptance Criteria
Quiet Hours & Morning Window Configuration
"As a user, I want to set my quiet hours and preferred morning window so that pings land when I can act on them."
Description

Provide per-user configurable working days, quiet hours, and preferred morning delivery window(s). Support multiple schedules (e.g., split shifts), a minimum buffer after start-of-day, and per-channel overrides (email, Slack, Jira). Import defaults from Google/Outlook Working Hours and allow team- or project-level templates. Include snooze options and temporary exceptions. Changes immediately update scheduling for pending reminders while preserving task links and agenda timestamps.

Acceptance Criteria
Regional Holiday & Cultural Calendar Integration
"As a PM managing a global team, I want reminders to respect local holidays and PTO so that teammates aren’t pinged on non-working days."
Description

Integrate public holiday APIs and company holiday calendars to automatically defer reminders landing on local non-working days. Support cultural and religious observances (opt-in) and personal PTO from connected calendars. Provide hierarchy and precedence (org > team > user) and fallback rules. UI badges indicate deferrals on task timelines, with options to skip or shift to the next working morning.

Acceptance Criteria
Smart Deferral & Queueing Engine
"As an engineer, I want late-night reminders batched and deferred to the morning so that I’m not interrupted after hours."
Description

Build a server-side scheduler that evaluates each reminder’s target send time against the recipient’s quiet hours and holiday rules. If within quiet hours, queue for delivery at the next eligible morning window. Batch multiple items into a single digest per channel with clear grouping by meeting and agenda timestamp. Enforce per-channel rate limits, ensure idempotent sends, maintain ordering, and include retries with exponential backoff. All deferrals preserve decision context and assignment metadata in EchoTask.

Acceptance Criteria
Urgency Overrides & On-call Escalation
"As an incident responder, I need critical tasks to bypass quiet hours via on-call rules so that I can respond to emergencies promptly."
Description

Provide policy-driven override paths for critical items to bypass quiet hours. Require explicit confirmation and reason capture, respect on-call rotations from PagerDuty/Opsgenie, and limit frequency per sender to prevent abuse. Visual indicators mark quiet-hours override pings. Admins can define severity thresholds and channels allowed to break silence. All overrides are audit-logged.

Acceptance Criteria
Admin Policies, Audit, and Compliance
"As an admin, I want to enforce org-wide quiet hour policies and review overrides so that we reduce burnout and meet compliance needs."
Description

Deliver org-level controls to enforce default quiet hours, minimum rest windows, and override permissions. Maintain immutable audit logs for deferrals and overrides, exportable for compliance. Support data residency, configurable retention, and consent surfaces for time zone and holiday use. Integrate with security logging (SIEM) and align with SOC 2/GDPR principles. Provide APIs to read and write policy and user settings.

Acceptance Criteria
Impact Analytics & Optimization
"As a product lead, I want analytics on delivery timing and outcomes so that we can optimize Quiet Hours for impact."
Description

Offer dashboards and exports showing after-hours pings avoided, morning delivery engagement, response-time improvements, and override rates by team and time zone. Provide A/B testing to compare delivery windows and batching strategies. Surface recommendations (e.g., broaden morning window) based on observed behavior. Metrics are aggregated and privacy-preserving, with drill-down gated by role.

Acceptance Criteria

Workload Balancer

Distributes cross-region follow-ups based on live capacity signals—calendar load, current task count, and sprint commitments—within each time zone. Prevents bottlenecks, keeps ownership fair, and protects delivery dates without manual juggling.

Requirements

Calendar & Availability Sync
"As an engineer, I want my real availability reflected in task assignments so that I’m not given follow-ups when I’m in meetings or out of office."
Description

Continuously sync free/busy and working hours from corporate calendars (Google Workspace, Microsoft 365) and user-defined focus/quiet times to determine assignable windows per time zone. Map meeting density, travel blocks, PTO, and regional holidays into availability signals updated at least every 5 minutes. Respect privacy scopes by ingesting only free/busy and metadata, not event contents, unless user consents. Expose an availability API to the balancer and maintain per-user buffers before/after meetings to minimize context-switching overhead. Persist a 14-day rolling availability horizon to support deadline-aware routing and forecasting.

Acceptance Criteria
Capacity Scoring Engine
"As a team lead, I want a clear capacity score for each engineer so that follow-ups are distributed fairly based on real workload."
Description

Compute a normalized capacity score per user using weighted inputs: calendar availability, current open follow-ups, sprint commitment load (story points remaining), PTO, and recent throughput. Allow configurable weights per org and per team. Recalculate scores on a schedule and on relevant events (meeting end, task completion, sprint scope change). Provide guardrails such as min/max caps, decay functions to avoid repeatedly selecting the same assignee, and region/time-zone aggregates for routing. Expose an explanation payload for each score to ensure transparency and trust.

Acceptance Criteria
Region and Time Zone-aware Routing
"As a PM, I want tasks assigned to someone who is online during the relevant hours so that follow-ups progress without delays caused by time zone mismatches."
Description

Route action items to assignees within the originating or target time zone first, honoring working-hour windows and follow-the-sun coverage rules. Define fallback chains across regions when local capacity is insufficient, while preserving handoff continuity by preferring prior contributors to the agenda item. Enforce constraints such as language/locale requirements and legal data residency for customer-facing tasks. Support per-team routing policies configurable via admin UI and API.

Acceptance Criteria
Fairness & Throttling Policies
"As an engineer, I want limits on how many follow-ups I receive in a short period so that my workload remains sustainable."
Description

Apply fairness rules to prevent overloading individuals: maximum new assignments per day/week, rolling distribution across team members, tie-breakers based on recent assignments, and cooldown periods after high-intensity tasks. Provide per-team policy configuration and exceptions for specialists. Perform compliance checks before assignment and auto-rebalance when thresholds are exceeded. Track fairness metrics and surface them in reporting for transparency.

Acceptance Criteria
Sprint Tool Integration
"As a scrum master, I want the balancer to consider my team’s sprint load so that assignments don’t jeopardize our sprint commitments."
Description

Integrate with Jira, Azure DevOps, and Linear to ingest each user’s sprint capacity (story points, WIP limits) and map identities across systems. Incrementally sync changes to issues, assignees, and sprints to keep capacity scores current. Support read-only by default with optional write-back to create linked tasks or subtasks when EchoTask assigns a follow-up. Handle permissions via OAuth and service accounts with granular scopes and administrative consent.

Acceptance Criteria
Assignment Simulation & Manual Override
"As a PM, I want to preview and adjust suggested assignments so that I can account for context not captured by the system."
Description

Provide a simulation view that previews recommended assignments for a meeting’s action items, showing capacity scores, fairness effects, and deadline feasibility. Allow authorized users to override assignees, set constraints (must/avoid), or lock assignments before finalizing. Capture override reasons for audit and feed them back to improve scoring weights. Ensure final assignments update calendars, task trackers, and notifications consistently across systems.

Acceptance Criteria
SLA and Deadline Protection
"As a customer-facing PM, I want deadlines protected automatically so that commitments made in meetings are reliably met."
Description

Ensure tasks with due dates are routed to meet SLAs by simulating completion timelines against capacity and working-hour windows. Trigger escalations when no feasible assignee exists, including cross-region rebalancing, deadline negotiation suggestions, or task splitting. Continuously monitor approaching deadlines and reassign when capacity changes threaten delivery. Provide per-SLA policy settings and audit logs for all escalations to maintain accountability.

Acceptance Criteria

Handoff Heatmap

A real-time map of upcoming and overdue handoffs by region and project, with risk scores for potential stalls or SLA breaches. Spot gaps at a glance, drill into the exact agenda timestamp, and re-sequence owners before work slips.

Requirements

Live Handoff Aggregation
"As a program manager, I want a live rollup of handoffs by region and project so that I can instantly see where work is at risk and intervene before SLAs are missed."
Description

Continuously ingest EchoTask action items and meeting-derived handoffs, normalize metadata (region, project, owner, due date, SLA, agenda timestamp), and compute upcoming and overdue counts in rolling windows. Provide an aggregation service that groups by region and project with sub-300 ms query latency, supports real-time incremental updates on task changes, and exposes APIs for the heatmap, alerts, and reporting. Integrates with EchoTask’s task store, transcript/decision index, and notification services to deliver up-to-date, reliable handoff telemetry.

Acceptance Criteria
Risk Scoring & SLA Prediction
"As an engineering manager, I want objective risk scores on handoffs so that I can prioritize attention on items most likely to stall or breach SLAs."
Description

Compute a 0–100 risk score per handoff using weighted signals such as time-to-SLA, owner workload, historical delay rate, dependency readiness, number of pending handoffs, reassignment churn, and time since last update. Support configurable weights and thresholds by project/region, explainability of top contributing factors, and continuous recalculation as signals change. Surface risk tiers for visualization and trigger downstream actions (alerts, escalations) via a stable scoring API.

Acceptance Criteria
Interactive Heatmap UI
"As a regional lead, I want a visual heatmap of upcoming and overdue handoffs so that I can spot hotspots at a glance and drill into specifics."
Description

Render an interactive heatmap keyed by region (rows) and project (columns), encoding volume and risk via color and overlays. Provide filters for time window, risk tier, owner, team, SLA type, and status; include a clear legend, tooltips with rollups, and quick toggles between upcoming vs overdue views. Ensure responsive design, keyboard navigation, accessible color palettes, and performant virtualized rendering for large datasets (>100 regions/projects).

Acceptance Criteria
Timestamp Drill-through
"As a product manager, I want to jump from a risky handoff to the precise meeting moment where it was agreed so that I can understand context and resolve ambiguity quickly."
Description

Enable one-click navigation from any heatmap cell or item to the exact agenda timestamp in the originating meeting, showing transcript snippets, decision summaries, and linked action items. Provide playback controls, previous/next decision jumps, and sharable deep links. Fetch context from the transcript and decision indices with subsecond load times to maintain investigative flow.

Acceptance Criteria
Inline Re-sequencing & Reassignment
"As a delivery lead, I want to re-sequence handoffs and reassign owners from the heatmap so that I can keep work moving without switching tools."
Description

Allow drag-and-drop re-sequencing of handoffs within a project and inline changes to owners and due dates directly from the heatmap. Validate permissions and capacity, suggest alternates based on workload and timezone overlap, and persist updates to EchoTask with audit logs. Automatically notify impacted owners, recalculate risk and SLA timelines, and propagate updates to reminders and integrations.

Acceptance Criteria
SLA & Timezone Rules Engine
"As a global operations manager, I want SLA calculations that respect local business hours and holidays so that risk and due statuses are accurate across regions."
Description

Support configurable SLA policies by project and region (e.g., acceptance within business hours), business calendars and holidays, and timezone normalization. Compute due/overdue status and countdowns in the viewer’s local time while storing canonical UTC timestamps. Apply grace periods and escalation rules and expose consistent calculations to the heatmap, risk scoring, and notifications.

Acceptance Criteria
RBAC & Privacy Controls
"As a security-conscious admin, I want strict access controls on the heatmap and underlying context so that sensitive project details are only visible to authorized users."
Description

Enforce role- and region-based access so users only see authorized projects and data, with anonymized aggregates where necessary. Integrate with existing SSO/RBAC, apply row-level security on region/project, and redact transcript snippets for restricted meetings. Provide comprehensive audit trails for viewing, editing, and exports to meet compliance requirements.

Acceptance Criteria

Auto Escalation

If a handoff is missed or nearing SLA, automatically escalates to a backup owner or the next awake region, attaching the original context clip and a status snapshot. Maintains flow, creates an auditable trail, and avoids overnight dead-ends.

Requirements

SLA Breach Detection Engine
"As a program manager, I want imminent SLA breaches detected early so that handoffs are escalated before they stall and deadlines are protected."
Description

Continuously monitors EchoTask handoffs and action items against configurable SLAs, detecting when a task is nearing breach or has missed its deadline based on working hours, time zones, and owner availability. Supports per-team and severity-based thresholds, grace periods, and pause/acknowledge states to avoid noisy or duplicate escalations. Emits idempotent escalation events into the Auto Escalation pipeline, with safeguards for concurrency and race conditions. Integrates with calendars and OOO signals to adjust effective SLA windows, and records metrics to power reporting and tuning. Ensures low-latency evaluation via scheduled jobs and event-driven triggers so escalations happen before work stalls.

Acceptance Criteria
Multi-Region Routing & Awake Window Resolver
"As a global team lead, I want escalations routed to an awake region so that work continues around the clock without overnight dead-ends."
Description

Determines the next eligible region for escalation using follow-the-sun rules, regional business hours, holidays, and quiet hours, ensuring tasks move to an awake, staffed team. Resolves candidate regions deterministically with configurable priorities and fallback paths when coverage is thin or multiple regions overlap. Caches and updates coverage windows to minimize latency while remaining accurate to schedule changes. Integrates with organization calendars, on-call schedules, and team directories to validate availability before routing. Produces routing decisions as structured artifacts that downstream steps can audit and display in the task timeline.

Acceptance Criteria
Backup Owner Resolution & Assignment
"As an engineer on-call, I want tasks reassigned to a defined backup when I’m unavailable so that commitments don’t slip."
Description

Automatically identifies and assigns a backup owner when a handoff is missed or the current owner is unavailable, using task-level backup fields, team rotation rules, or skill-based matching. Preserves the original owner as a watcher, updates due dates when policy dictates, and prevents ping-pong via anti-reassignment guards. Validates permissions and workload caps before assignment, and records rationale (rule matched, availability check) for auditability. Executes atomically with conflict detection to avoid double-ownership during concurrent escalations. Posts ownership changes back to EchoTask so downstream reminders and dashboards reflect the new assignee immediately.

Acceptance Criteria
Context Packet Attachment (Clip + Status Snapshot)
"As a product manager, I want escalations to include the original context clip and status snapshot so that the new owner can act immediately without searching for details."
Description

Attaches a compact context packet to every escalation, including the original meeting context clip linked to the decision timestamp, the transcript excerpt, and a current task status snapshot with blockers, dependencies, and recent activity. Generates a secure, permission-aware deep link for recipients, with optional redaction for sensitive content. Bundles relevant artifacts (agenda section, decisions, prior comments) to reduce ramp-up time and back-and-forth. Embeds the packet into notification payloads and the task timeline so context is accessible across channels. Ensures storage and retrieval are performant and traceable across versions of the task.

Acceptance Criteria
Auditable Escalation Timeline & Tamper-Proof Log
"As a compliance auditor, I want a complete escalation timeline so that I can verify ownership changes, applied rules, and decision context end-to-end."
Description

Creates an immutable, time-stamped record of all escalation decisions and actions, including who triggered them, applied policies, routing targets, attachments, and acknowledgments. Surfaces a readable timeline within the task view and supports export for compliance reviews. Implements write-once storage semantics with versioned snapshots to ensure traceability and non-repudiation. Applies retention policies and PII controls consistent with EchoTask governance settings. Exposes APIs for analytics and KPI dashboards (e.g., time-to-acknowledge, escalation depth, regional hit rates).

Acceptance Criteria
Notification & Acknowledgment Loop
"As a team lead, I want recipients to acknowledge escalations so that we know the handoff is accepted or needs to be advanced to the next level."
Description

Delivers escalation notifications through supported channels (Slack, email, MS Teams) with actionable controls to acknowledge, reassign, or request more context. Requires explicit acknowledgment from the recipient; if unacknowledged within policy windows, automatically escalates to the next rung or region. Implements retry, throttle, and quiet-hour rules to prevent notification fatigue while maintaining reliability. Includes delivery receipts, read status, and deep links to the task and context packet. Updates the task timeline and metrics upon acknowledgment or further escalation to keep stakeholders informed.

Acceptance Criteria

Smart Merge Close

Closes linked tasks only when the correct PRs are merged into the intended target branch, detecting merge, squash, and rebase flows—plus cherry-picks and reverts. Prevents premature closures and misattribution, with a one-click override if policy allows. Gives PMs and engineers confidence that “Done” truly reflects shipped code and preserves an auditable trail.

Requirements

SCM Provider Integration & Webhook Security
"As a DevOps admin, I want to securely connect our repositories so that Smart Merge Close reliably receives trustworthy merge events without duplicates or spoofing."
Description

Implement secure, robust integrations with GitHub, GitLab, and Bitbucket (cloud and self-hosted) to ingest pull request and push events needed for Smart Merge Close. Validate webhook signatures, support OAuth/app installations, and handle delivery idempotency, retries, and rate limiting. Normalize events into a consistent internal model, associate repositories with EchoTask workspaces, and provide backfill/polling for missed events. This ensures trustworthy, timely, and complete merge data to drive accurate task closure decisions.

Acceptance Criteria
Merge/Squash/Rebase Detection Engine
"As an engineer, I want EchoTask to recognize my PR merges regardless of strategy so that tasks close only when the code truly lands on the branch."
Description

Build a detection engine that correlates EchoTask-linked items to code merges across merge, squash, and rebase strategies. Resolve commit ancestry, map PR metadata to target branch commits, and verify that the resulting commit(s) actually landed on the branch. Handle force-pushes, rewritten histories, and delayed CI updates with event-driven processing plus fallback polling. Ensure deterministic correlation using commit SHAs, PR IDs, and message footers to prevent premature or incorrect closures.

Acceptance Criteria
Target Branch Validation & Policy Configuration
"As a product manager, I want to define which branches count as shipped for each project so that task closures reflect real release readiness."
Description

Provide policy-driven validation of the intended target branch per project, team, or task. Support defaults (e.g., main) and configurable release branches, with per-task overrides derived from meeting agenda metadata or task fields. Only close tasks when merges land in the configured branch set. Include monorepo path filters, environment flags (e.g., prod vs. staging), and a configuration UI/API with versioned policies to ensure closures align with actual release criteria.

Acceptance Criteria
Cherry-pick & Revert Recognition and State Reconciliation
"As a release engineer, I want cherry-picks and reverts to update task states correctly so that tracking stays accurate across hotfixes and rollbacks."
Description

Detect cherry-picks using patch-id/footers and correlate them to original PRs, enabling accurate closure of backport or hotfix tasks while keeping the primary task open until the main branch lands. Detect reverts and automatically reopen previously closed tasks with clear annotations. Prevent double-closing or misattribution across branches and maintain consistent state when histories diverge or are rewritten.

Acceptance Criteria
Multi-PR Criteria and Dependency Rules
"As a tech lead, I want to require several PRs to land before a task closes so that cross-repo work is not prematurely marked done."
Description

Enable tasks to specify closure criteria that require multiple PRs across repositories and services. Support all-of/any-of rules, explicit PR lists or dynamic matchers (repo/path/label), and handling of superseded or retargeted PRs. Provide a live checklist on the task showing satisfied and outstanding criteria, and block closure until all required merges to intended branches are verified.

Acceptance Criteria
One-Click Policy Override with Governance
"As a product manager, I want a governed one-click override so that I can close tasks in exceptional cases without compromising compliance or auditability."
Description

Offer a controlled manual override to close tasks when automated signals are incomplete or exceptional circumstances apply. Enforce role-based access, optional multi-approver confirmation, mandatory rationale, and evidence links. Respect org-level settings to disable or require approvals. Log immutable audit entries and notify stakeholders to maintain accountability.

Acceptance Criteria
Auditable Closure Trail & Reporting
"As an auditor, I want a clear, tamper-evident record of why and when a task was closed so that compliance reviews are straightforward and defensible."
Description

Record a tamper-evident timeline for each closure, including PR links, target branches, commit SHAs, detection method (merge/squash/rebase/cherry-pick), policy version, approvers, and override rationale when applicable. Render this in the task UI, expose via API/exports, and enable filtering and dashboards for compliance reviews. Apply retention policies and integrity hashing to preserve an auditable trail.

Acceptance Criteria

Context Pin

Auto-embeds the exact decision clip and summary in the PR description and a pinned comment, so reviewers see the “why” alongside the diff. Plays inline in GitHub/GitLab with privacy-aware access controls. Cuts review back-and-forth and aligns owners, reviewers, and auditors on intent without hunting meeting notes.

Requirements

Decision Clip Detection & Summary Generation
"As a product engineer, I want the exact decision moment and its rationale summarized so that I can understand why a change exists without scrubbing through a full recording."
Description

Automatically identify decision moments from recorded meeting transcripts and audio, generate concise rationale summaries, and determine precise clip boundaries around the decision statement. Each decision is linked to the meeting agenda item and timestamp, includes a confidence score, and supports manual override of clip start/end and summary text. The system performs speaker attribution, redacts sensitive phrases per workspace policies, supports multiple languages, and stores normalized metadata (meeting ID, agenda ID, PR reference, owner) for downstream embedding. Processing must complete within minutes of meeting end or within 30 seconds of a manual trigger, with retries and fallbacks if transcription is delayed.

Acceptance Criteria
PR Auto-Embed in Description and Pinned Comment
"As a code reviewer, I want the decision summary and clip embedded directly in the PR so that I can review the code with full context and fewer back-and-forth questions."
Description

When a pull/merge request is created or linked to a meeting, automatically insert a Context Pin into the PR description and create or update a pinned comment containing the decision summary and a playable clip reference. Updates are idempotent using hidden markers to avoid duplication and preserve author content. Supports GitHub and GitLab via official APIs and app installations, with repository-level toggles for auto/opt-in behavior. Embeds include owner, decision date, agenda link, and deep links to EchoTask. If write permissions are missing, fall back to a single non-pinned comment and notify the PR author to grant access. The system updates the embed if the decision clip or summary is revised.

Acceptance Criteria
Inline Player & Transcript Rendering in GitHub/GitLab
"As a reviewer on the go, I want to play the decision clip inline and skim the transcript so that I can quickly confirm intent without leaving the PR."
Description

Provide an inline decision clip player and transcript snippet within the PR context using supported extension points (e.g., content attachments, app views, or widgets) with graceful fallback to an EchoTask web view when iFrames or embeds are restricted. The player supports captions, 0.5x–2x speed, keyboard controls, and a transcript segment highlighting the spoken decision and key rationale. Include a compact mode for mobile and a text-only mode if media is blocked. All links preserve the exact timestamp and are robust to PR renames or forks.

Acceptance Criteria
Privacy-Aware Access Control & Tokenized Links
"As a security-conscious admin, I want access to decision clips to mirror repo and meeting permissions so that sensitive context isn’t exposed beyond the intended audience."
Description

Gate clip and transcript access by combining repository permissions and meeting attendance policies: collaborators and invited stakeholders can play inline; others see a redacted summary or access request. Generate expiring, single-use signed URLs for embeds, bind access to the viewer’s identity via the GitHub/GitLab app installation, and support SSO groups and SCIM-provisioned users. Enforce least-privilege scopes, watermark playback for compliance workspaces, and block search engine indexing. Provide configurable retention, key rotation, and region-aware storage for regulated customers.

Acceptance Criteria
Auditability & Versioned Context Pins
"As an auditor, I want a tamper-evident history of the decision context in a PR so that I can verify what was reviewed and when."
Description

Maintain an immutable audit trail for each Context Pin, capturing who created/updated it, the decision clip hash, transcript revision, and PR location. Display a concise change log in the PR pinned comment when updates occur and allow reverting to a prior version. Emit structured audit events for export (SIEM/CSV) and surface a visible "last updated" timestamp to reviewers. Ensure all versions remain accessible to auditors with proper permissions, and preserve links after PR merges or renames.

Acceptance Criteria
Org/Repo Configuration, Templates & Enforcement
"As a repo maintainer, I want to configure when and how Context Pins appear and enforce them on critical PRs so that my team stays aligned without manual policing."
Description

Provide admin settings to configure embed templates (fields shown, formatting), default behaviors (auto-embed on PR open, manual attach, or required), and enforcement rules (e.g., block merge if Context Pin is missing on labeled PRs). Support per-repo overrides, environment-based policies (public vs. private repos), and feature flags. Offer a status check that reports pass/fail with remediation guidance and a one-click attach action. Include rate limiting, error notifications, and a test mode for sandbox repos.

Acceptance Criteria

Commit Guard

Lightweight commit and PR templates enforce inclusion of task IDs and the decision clip link, with friendly pre-commit hints and a CI check. Teams can make linkage required before merge to keep traceability airtight. Reduces manual policing and ensures every code change maps to a clear outcome.

Requirements

CI Linkage Check
"As a code reviewer, I want an automated check that blocks merges without proper task and decision linkage so that our codebase maintains end-to-end traceability."
Description

Provide a server-side status check that verifies every PR and its commits include a valid EchoTask Task ID and Decision Clip link according to team policy. Integrate with GitHub Checks, GitLab CI, and Bitbucket Pipelines to annotate failures inline, block merges when required, and re-run automatically on new commits. The check should detect missing or malformed fields, handle squashed and rebased histories, and offer remediation guidance links. It must operate with minimal latency, support monorepos, and respect branch protection rules to keep traceability enforcement reliable and fast.

Acceptance Criteria
Commit and PR Templates
"As a developer, I want standardized commit and PR templates that prompt for EchoTask fields so that I include the right metadata without guesswork."
Description

Auto-provision standardized commit message and PR body templates with required sections for EchoTask Task ID and Decision Clip link. Support repository-level defaults and team-wide templates, compatibility with Conventional Commits, and easy installation via the EchoTask app. Ensure templates render correctly across GitHub, GitLab, and Bitbucket, include helpful placeholders and examples, and are configurable per branch and repo to reduce friction while improving consistency.

Acceptance Criteria
EchoTask Entity Validation
"As a developer, I want the system to verify that the task and decision links I provide are real and current so that I can trust that my commit is correctly traceable."
Description

Validate that any referenced EchoTask Task ID exists, is accessible to the repository’s team, and is in an allowed state per policy. Resolve Decision Clip links to the meeting, timestamp, and decision record, and confirm they are active and not deleted. Surface key metadata (task title, owner, meeting name, timestamp) in the check output and back-link commits and PRs to the corresponding EchoTask records. Fail validation on stale, closed, or cross-tenant references and provide clear next steps to correct the linkage.

Acceptance Criteria
Policy Management and Exceptions
"As an engineering manager, I want configurable enforcement policies with safe exceptions so that teams can adopt traceability without blocking critical work."
Description

Provide an admin UI and repo-level YAML configuration to define enforcement rules, including required fields, regex patterns, branch scopes, and exemptions by commit type (e.g., docs, chore). Support emergency bypass via approver role, time-bound exceptions, and audit logs capturing who, when, and why a bypass occurred. Policies should be versioned, testable in dry-run mode, and overridable by repository maintainers within allowed bounds to balance control with developer velocity.

Acceptance Criteria
Pre-commit Hinting Assistant
"As a developer, I want gentle, in-editor guidance to include the correct EchoTask task ID and decision clip in my commit so that I maintain traceability without interrupting my flow."
Description

Offer an optional local pre-commit assistant that detects missing EchoTask fields in the commit message and provides interactive, non-blocking guidance to add them. Support quick lookup of recent tasks and decision clips, auto-insert canonical tokens, and cache recent items for offline use. Provide a simple installer, cross-platform support (macOS, Linux, Windows), and respect repository settings for when to warn versus block.

Acceptance Criteria
Auto-link Suggestions and ChatOps
"As a developer, I want smart suggestions for the correct task and decision to link so that I can fix missing metadata quickly without context switching."
Description

When linkage is missing or invalid, analyze branch names, PR titles, commit messages, and recent EchoTask meetings to suggest likely task IDs and decision clips. Post actionable suggestions as PR comments with one-click attach buttons and support ChatOps commands (e.g., /echotask link TASK-123) to fix without leaving the PR. Suggestions should be explainable, privacy-aware, and improve over time using feedback.

Acceptance Criteria
Traceability Reporting and Export
"As a product lead, I want reports showing how code changes map to decisions and tasks so that I can audit compliance and identify gaps in traceability."
Description

Aggregate commit and PR linkage across repositories to produce coverage metrics, orphan-change detection, and compliance trends over time. Provide dashboards in EchoTask, filters by repo, team, branch, and time window, and export via CSV, JSON, and API. Enable drill-through from reports to underlying commits, PRs, and EchoTask records to support audits and continuous improvement.

Acceptance Criteria

Status Mirror

Bi-directional sync between PR state and task status keeps work aligned: draft, ready for review, changes requested, merged/closed, or reverted. Automatically adjusts reminders, reopens tasks on revert, and updates due dates when scope shifts. Eliminates stale tasks and surprise follow-ups.

Requirements

Secure Git Provider Webhooks
"As a DevOps admin, I want EchoTask to securely receive PR state changes from our code host so that task statuses stay accurate without manual updates."
Description

Implement secure, multi-tenant webhook ingestion for GitHub, GitLab, and Bitbucket to receive pull/merge request lifecycle events (draft, ready for review, review submitted, changes requested, approved, merged, closed, reopened, reverted). Use OAuth/app installations with least-privilege scopes, HMAC signature verification, replay protection, idempotency keys, and a retriable queue with dead-letter handling. Provide workspace-level repository linking and event routing to the correct EchoTask project, with configuration UI and observability (metrics, logs) to ensure reliable event flow.

Acceptance Criteria
Automatic PR–Task Linking
"As a developer, I want my PRs to automatically link to the relevant EchoTask tasks so that status sync works without extra bookkeeping."
Description

Automatically associate PRs with EchoTask tasks using deterministic heuristics (task IDs in branch names, PR titles, commit messages, and cross-references) and provide a UI/API for manual linking and correction. Support many-to-many relationships (one task to multiple PRs, and one PR to multiple tasks) with clear primary association rules, conflict resolution, and privacy/permission checks. Maintain linkage metadata, surface it on both the task and meeting timeline, and backfill links for existing PRs where identifiers are present.

Acceptance Criteria
Bi-directional Status Mapping Engine
"As a product manager, I want PR and task statuses to mirror each other reliably so that everyone sees a single source of truth across tools."
Description

Create a configurable engine that maps PR states to task statuses and vice versa (e.g., Draft ↔ In Progress, Ready for Review ↔ In Review, Changes Requested ↔ Changes Needed, Approved ↔ Ready to Merge, Merged/Closed ↔ Done, Reverted ↔ Reopened). Enforce precedence rules, debounce windows, and loop prevention to avoid ping-pong updates across systems. Ensure idempotent updates with audit logs, include fallback handling for conflicting inputs, and expose mapping configuration per workspace so teams can align nomenclature without code changes.

Acceptance Criteria
Adaptive Reminder Scheduling
"As an engineer, I want reminders to adapt to PR status so that I’m nudged at the right times without noise during reviews."
Description

Dynamically adjust task reminders based on PR lifecycle events: pause reminders during active review, reschedule when changes are requested, escalate when reviews stall, and suppress nudges after merge. Align reminders to assignee working hours and preferred channels (Slack, email), avoid spam via rate limiting and batching, and automatically include PR links and next-step context. Respect user opt-out and workspace policies while ensuring critical deadlines still surface via escalation rules.

Acceptance Criteria
Revert Detection & Auto-Reopen
"As a product manager, I want tasks to reopen automatically when a merged PR is reverted so that follow-up work is tracked immediately without manual triage."
Description

Detect PR reverts via provider-specific signals and commit analysis, then automatically reopen the linked task with a Reopened status, attach the revert context (commit, author, reason), and create a follow-up subtask for fix-forward when appropriate. Notify owners and stakeholders, adjust reminders, and prevent false positives with time-bound checks and manual override. Maintain a full audit trail to support postmortems and accountability.

Acceptance Criteria
Scope-Based Due Date Adjustment
"As a product manager, I want due dates to update when PR scope shifts so that our plans reflect reality and commitments remain credible."
Description

Monitor indicators of scope change on linked PRs (diff size thresholds, added files, new linked issues, requested architectural changes) and recalculate task due dates using configurable rules. Record the rationale, require approval when the change exceeds a threshold, and notify stakeholders of the new target. Guard against churn with minimum adjustment intervals, consider weekends/holidays, and maintain a baseline timeline for reporting on plan vs. actual.

Acceptance Criteria

PR Bundles

For tasks spanning multiple repos or components, group related PRs into a single completion gate with a visible progress bar. Auto-assign sub-owners, surface blockers, and close the parent task only when the full bundle is merged. Simplifies orchestration across frontend, backend, infra, and mobile.

Requirements

Bundle Creation & Cross-Repo Linking
"As a PM coordinating a cross-cutting change, I want to group related PRs into one bundle so that I can manage and track them as a single deliverable."
Description

Enable creation of a PR Bundle from a parent EchoTask, allowing users to link multiple pull requests across repositories and components into one orchestrated unit. Support adding PRs by URL, branch, or auto-discovery via references to the EchoTask ID in PR titles, descriptions, or commit messages. Allow marking PRs as required or optional, editing membership, tagging by component (frontend/backend/mobile/infra), and reordering. Normalize identifiers across GitHub, GitLab, and Bitbucket and persist stable links that survive renames and force-pushes. Provide UI and API endpoints for create/read/update/delete operations, forming the foundation for progress tracking, blocker surfacing, and completion gating.

Acceptance Criteria
VCS Webhooks & Sync Engine
"As an engineer relying on up-to-date bundle status, I want PR updates to sync automatically so that I always see the current state without manual refresh."
Description

Integrate with GitHub, GitLab, and Bitbucket using least-privilege app installations and webhooks to ingest pull request lifecycle events and status checks in near real time. Implement idempotent event handling, retries with backoff, and periodic reconciliation to recover from missed or rate-limited events. Unify provider-specific states (draft, review requested, changes requested, checks status, merged/closed) into a consistent internal model and update bundle membership and PR statuses accordingly, including from forks. This sync engine provides accurate, timely data that powers progress calculation, blocker detection, reminders, and gating across the product.

Acceptance Criteria
Bundle Progress Bar & Completion Gate
"As a tech lead, I want a single progress indicator that gates completion on all required PRs so that nothing ships half-done."
Description

Display a bundle-level progress bar on the parent EchoTask that reflects the percentage of required PRs merged, with per-PR state indicators (draft, open, review required, changes requested, failing checks, conflict, merged). Prevent the parent task from being closed until all required PRs are merged; support an admin bypass that captures a reason and writes an auditable event. Track optional PRs without gating completion. Expose progress and gating state via API and notifications (e.g., Slack). Handle edge cases such as PR reopen, revert, or force-push by recomputing progress deterministically and showing clear empty/error states when no PRs are linked or permissions are missing.

Acceptance Criteria
Blocker Detection & Dependency Mapping
"As an engineer owning a PR, I want to see what is blocking my bundle from merging so that I can resolve the highest-impact issues first."
Description

Identify and surface blockers across the bundle, including failing CI checks, merge conflicts, required reviews pending, unmet branch protections, unresolved comments, and missing approvals per CODEOWNERS. Allow users to declare inter-PR dependencies (e.g., backend before mobile), visualize the sequence, and warn on invalid merge order. Present a consolidated blockers panel with direct links to failing checks and suggested next actions, updated via webhooks and periodic reconciliation to maintain accuracy. Provide API fields for blockers and dependency graph to enable automation and reporting.

Acceptance Criteria
Auto-Owner Assignment & Smart Reminders
"As a PM, I want owners auto-assigned and reminded on their PR responsibilities so that progress continues without constant manual follow-up."
Description

Automatically assign sub-owners to each PR using repository CODEOWNERS, PR author, or last committer, with manual override and visibility on the parent task. Inherit deadlines from the parent EchoTask and propose per-PR due dates based on dependencies and historical cycle times. Send targeted reminders via Slack and email when reviews are pending, checks are failing, or deadlines are at risk, with timezone-aware quiet hours, snoozing, and per-bundle cadence controls. Expose reminder scheduling and ownership changes via API for integration with existing workflows.

Acceptance Criteria
Permissions, Privacy, and Audit Trail
"As a security-conscious admin, I want PR Bundles to respect repo permissions and record critical actions so that we remain compliant without exposing sensitive code."
Description

Enforce access controls that mirror source control permissions so bundle contents are visible only to users who can access the underlying repositories. Store only minimal PR metadata required for tracking, encrypt tokens and secrets at rest, and support credential rotation. Redact titles and descriptions when a viewer lacks repo access while still showing aggregate progress where permissible. Record an audit trail for sensitive actions (bundle edits, owner changes, admin gate bypass) including actor, timestamp, and reason to meet compliance and security needs.

Acceptance Criteria

Backport Chain

Detects backport labels and branch patterns to spawn child tasks per target branch and link them to their PRs. Auto-closes each child on merge and rolls up status to the parent task, giving a clear coverage matrix for LTS releases. Ensures commitments aren’t declared done until all required backports land.

Requirements

Configurable Backport Target Detection
"As a release manager, I want EchoTask to automatically detect which LTS branches require backports from PR labels and branch rules so that I don’t have to manually specify every target branch."
Description

Implement repository-level detection of required backport targets using configurable label keys (e.g., backport, backport-to) and branch pattern rules (e.g., release/*, v\d+.\d+). Support GitHub and GitLab webhooks and polling to parse PR labels, titles, and comments for target versions. Provide per-repo and org-level settings to map labels to canonical LTS branches, include regex-based inclusion/exclusion, and a dry-run mode to validate rules. Persist detected targets on the parent task, handle edits to labels in real time, and prevent drift by recalculating when PR metadata changes. Ensure idempotency and deduplication when the same branch is discovered via multiple signals.

Acceptance Criteria
Automatic Child Task Generation per Target Branch
"As an engineer, I want EchoTask to create a separate child task for each required backport branch so that I have clear, trackable work items with due dates and ownership."
Description

For each detected target branch, auto-create a child task under the originating parent action item. Pre-fill standardized titles (e.g., Backport to release/1.2), descriptions, and acceptance criteria, and inherit stakeholders/watchers from the parent. Assign default owners using repository rules (e.g., CODEOWNERS, previous PR author) with fallback to team queues. Set due dates using policy-based SLAs per branch tier and add cross-links to the source PR and repository. Guarantee idempotent creation to avoid duplicates on rule changes or webhook retries and allow manual add/remove of branches with audit trails.

Acceptance Criteria
PR Linkage and Lifecycle Sync
"As a developer, I want child tasks to stay in sync with their backport PRs so that task status and details always reflect the true state of the code changes."
Description

Link each child task to its corresponding backport PR by detecting references in PR titles, bodies, or branch names, and by recognizing task-to-PR mentions. Continuously sync PR state (draft, open, merged, closed), checks status, and commit SHAs to the child task. Handle PR rebases, force-pushes, reopens, and cross-repo backports. Support multiple PRs per child if retries are needed while maintaining a single canonical active link. Update task fields and activity logs on webhook events and backfill state during outages via periodic reconciliation jobs.

Acceptance Criteria
Auto-Close Children on Merge and Parent Roll-up Enforcement
"As a product manager, I want the parent task to remain open until all required backports are merged so that we don’t prematurely declare the work complete."
Description

Automatically mark a child task Done when its linked PR merges into the target branch, recording merge commit, approvers, and tests status. Reopen the child if the merge is reverted within a configurable window. Roll up child statuses to the parent, blocking parent completion until all required branches are covered. Support Not Applicable with justification and approver roles to count as covered. Present a roll-up summary with counts and uncovered branches and enforce gating on manual completion actions unless override permissions are granted.

Acceptance Criteria
Coverage Matrix UI and Export
"As a release coordinator, I want a clear matrix view of backport coverage across branches so that I can quickly identify gaps and drive follow-ups."
Description

Provide an in-task coverage matrix showing each required target branch and its status (missing PR, in progress, failing checks, merged, N/A), with links to PRs and commit details. Include filters by repository, release line, owner, and SLA risk. Offer color-coded indicators, tooltips for failure reasons, and quick actions (open PR link, reassign, mark N/A). Support export to CSV/JSON and a shareable badge/embed for dashboards. Ensure responsive design and accessibility compliance for keyboard and screen readers.

Acceptance Criteria
Policy Configuration and Overrides
"As an engineering manager, I want to configure which branches are considered LTS and the SLAs for backports so that Backport Chain enforces our release policies consistently."
Description

Deliver an admin experience to define LTS branch catalogs, map labels to target sets, set SLA deadlines per branch tier, and configure assignment rules. Support environment-scoped settings (org, repo, team) and configuration-as-code via a YAML file stored in the repo. Allow per-task overrides with required justification and approver workflow. Persist changes with versioned audit logs and apply policy updates to open tasks via background migration respecting user overrides.

Acceptance Criteria
Notifications and Reminders
"As an assignee, I want timely, actionable reminders about backport tasks and their PR statuses so that I can meet deadlines without monitoring repos constantly."
Description

Send targeted notifications to assignees and watchers when child tasks are created, PRs are opened/updated/merged, checks fail, or deadlines approach. Provide Slack, email, and Microsoft Teams channels with time zone–aware scheduling, digest summaries, and escalation rules for overdue items. Include per-user notification preferences and per-task muting, with rate limiting to prevent spam. Embed deep links to the coverage matrix and PRs for fast action.

Acceptance Criteria

Smart Snooze

Context-aware snooze options aligned to your schedule—choose "after this meeting," "next focus break," or "tomorrow morning." Nudges resurface at the best moment automatically, cutting mental load and preventing forgotten follow-ups.

Requirements

Calendar-Aware Snooze Options
"As a product manager, I want snooze options that map to my calendar context so that reminders return at the most natural and productive time without manual time picking."
Description

Provide contextual snooze presets that align to the user’s schedule: “after this meeting,” “next focus break,” and “tomorrow morning.” Integrate with Google Calendar and Microsoft 365 via OAuth to read free/busy and working hours, respecting time zones and shared calendars. Compute precise trigger times from calendar metadata and user preferences (start-of-day time, workdays, lead/lag offsets) and expose them via in-app and API surfaces. Handle edge cases such as overlapping events, all-day events, and out-of-office blocks with deterministic fallback logic to the next valid window. Persist the computed schedule with idempotent jobs so nudges fire reliably even across app restarts or deploys.

Acceptance Criteria
Meeting-End Snooze Trigger
"As an engineer in a live meeting, I want to snooze an action until the meeting ends so that I can handle it right when I regain time without disrupting the discussion."
Description

Enable a snooze preset that fires immediately after the current meeting ends, using EchoTask’s live meeting session data (Zoom/Meet/Teams) and, when unavailable, the scheduled event end time with a configurable buffer. Subscribe to meeting end signals from integrated providers or infer end by silence threshold and participant leave events from EchoTask recordings. Provide fail-safes for early endings or overruns by recalculating the trigger in real time and honoring quiet hours. Expose a lightweight UI indicator in the meeting sidebar to confirm the active snooze target and allow quick adjustment (+5/+15 minutes).

Acceptance Criteria
Next Focus Break Detection
"As a busy teammate, I want snoozes to land in my next real focus break so that I can act when I actually have time instead of during small gaps."
Description

Detect the next suitable focus window by scanning the user’s calendar for free blocks that meet configurable criteria (minimum duration, no soft holds, not adjacent to travel, within working hours). Use heuristics that avoid micro-gaps and prefer stable windows (e.g., >30 minutes), with user-tunable defaults and per-workspace policies. Recalculate dynamically as events are added or changed via calendar webhooks, updating the snooze trigger idempotently. Provide transparent reasoning in the UI (e.g., “Resurfacing in 42 minutes between Design Sync and 1:1”).

Acceptance Criteria
Quiet Hours and Timezone Compliance
"As a distributed team member, I want snoozes to avoid my quiet hours and local nights so that reminders don’t interrupt personal time and still arrive promptly when I’m back."
Description

Ensure snoozed nudges never fire during user-defined quiet hours, weekends, holidays, or while Do Not Disturb is active, automatically moving to the next allowable window. Respect each user’s time zone, including travel-related changes, and support workspace-level policies for global teams. Provide settings to define start-of-day, end-of-day, preferred morning window, and exceptions. Log adjustments with readable explanations so users understand why and when a snooze was shifted.

Acceptance Criteria
Multi-Channel Nudge Delivery and Throttling
"As a user who works across devices, I want snoozed reminders to arrive on my preferred channel without spam so that I can act quickly wherever I am."
Description

Deliver resurfaced snoozes via in-app, Slack, email, and mobile push, selecting the primary channel per user preference and device presence; fall back to a secondary channel on delivery failure. Deduplicate and throttle resurfacing so a single snooze does not create multiple alerts across channels, with bundling rules when several snoozes fire within a short window. Provide one-click actions (Complete, Open in EchoTask, Snooze Again) in each channel with deep links and secure tokens. Emit telemetry for delivery success, latency, and user actions to inform reliability SLAs and future tuning.

Acceptance Criteria
Context-Preserved Resurfacing
"As a PM following up on commitments, I want snoozed reminders to include the exact meeting context so that I can act confidently without re-hunting for details."
Description

When a snoozed nudge resurfaces, include full task context: owner, due date, agenda timestamp, decision snippet, and meeting link to replay the exact moment. Maintain the original task identity and audit trail through snooze cycles, ensuring analytics attribute completion correctly. Support quick actions to adjust owner or deadline and to jump to transcript playback without losing state. Guarantee that resurface cards remain consistent across channels using a shared render model and versioned payloads.

Acceptance Criteria

Action Card

An interactive Slack card attached to the clip with one-tap Done, Delegate, Rescope, and Blocked. Updates EchoTask instantly, pings new owners with the original promise clip, and eliminates status churn without leaving Slack.

Requirements

Slack App OAuth & Permissions
"As a Slack workspace admin, I want a secure, minimal-permissions EchoTask app installation so that my team can use Action Cards without introducing risk or excessive permissions."
Description

Implement a first-class EchoTask Slack app with workspace installation via OAuth 2.0, defining and securing required scopes (e.g., chat:write, commands, users:read, users:read.email, channels:read, groups:read, im:read, mpim:read). Configure Interactivity and Events endpoints with Slack signing secret verification and rotateable credentials. Provide user-account linking between Slack users and EchoTask identities (just-in-time link via magic link or SSO) and persist mappings. Ensure least-privilege scope usage, granular bot token permissions, and enterprise grid compatibility. This foundation enables Action Cards to render, receive clicks, and post updates safely within customer workspaces.

Acceptance Criteria
Action Card Rendering & Delivery
"As a PM, I want a clear, interactive Action Card in the Slack thread where the commitment was made so that I can act on the task without leaving the conversation."
Description

Design and deliver Slack Block Kit Action Cards that attach to meeting clips and tasks, showing task title, owner, due date, status, and meeting/timestamp context. Include an actions block with one-tap buttons: Done, Delegate, Rescope, and Blocked, plus an overflow menu for View in EchoTask and Copy Link. Cards should post to the relevant channel or DM thread, link to the original promise clip, and update in place after actions (disable buttons, show new status, last updated by X). Support ephemeral previews, thread replies, and deep links to EchoTask for full details. Respect message formatting, accessibility labels, and dark mode, and ensure cards are resilient across mobile and desktop clients.

Acceptance Criteria
One-Tap Action Execution
"As an engineer, I want to update a task’s status or ownership with one tap in Slack so that I can keep work moving without context switching."
Description

Implement backend handlers for Done, Delegate, Rescope, and Blocked actions triggered from Slack interactivity payloads. Done marks the task complete and optionally collects a short note; Delegate opens a user-select modal, reassigns ownership, and posts a confirmation ping to the new owner with the original promise clip; Rescope opens a modal to capture new scope, due date, and rationale; Blocked opens a modal to capture blocker, dependency owner, and desired unblock date, with an optional notify-to-unblock action. Enforce validations (required fields, date constraints), idempotency, and transactional updates, and return immediate Slack acknowledgments followed by message updates. Ensure consistent task state mapping to EchoTask statuses and fields.

Acceptance Criteria
Real-Time Sync with EchoTask
"As a team lead, I want Slack updates to reflect in EchoTask immediately and vice versa so that everyone trusts the status they see in either tool."
Description

Ensure sub-second perceived responsiveness between Slack actions and EchoTask by acknowledging interactivity within 3 seconds, performing updates asynchronously, and posting message updates within the thread. Maintain bidirectional state: Slack actions update EchoTask instantly; EchoTask changes (e.g., task closed in app) update or resolve the corresponding Slack card. Use durable eventing with idempotency keys, optimistic concurrency/version checks, and retries for Slack 429s. Target p95 end-to-end update visibility under 2 seconds and guarantee eventual consistency with conflict resolution rules.

Acceptance Criteria
Role-Based Access & Audit Logging
"As a security-conscious admin, I want only authorized users to change task states and a complete audit of changes so that we maintain compliance and accountability."
Description

Gate Action Card interactions by task-level permissions and meeting participation. Only owners, assignees, and authorized collaborators may execute actions; others receive an ephemeral error. Verify Slack requests with signing secrets and validate user-to-EchoTask identity mappings on every action. Produce an immutable audit trail including actor, original and new values, timestamps, reason notes, and Slack message/thread references. Surface the audit in EchoTask’s task timeline and export via API to support compliance and incident reviews.

Acceptance Criteria
Owner Notification & Smart Reminders
"As a newly assigned owner, I want a clear DM with the context and clip plus timely reminders so that I don’t miss commitments made in meetings."
Description

Notify newly delegated owners via DM or mention with the original promise clip, task context, and accepted-by timestamp. Offer smart reminders configurable by team policy: first reminder before due, day-of due, overdue escalation to the channel or manager, and snooze options. Respect user time zones and quiet hours, batch notifications to reduce noise, and thread reminders under the original Action Card to minimize churn. Include quick actions on reminders (Start, Update ETA, Mark Done).

Acceptance Criteria
Resilience & Observability
"As an SRE, I want monitoring, retries, and diagnostics for Action Cards so that issues are detected quickly and resolved without impacting users."
Description

Provide robust error handling and visibility: structured logs correlated by request and task IDs, metrics for interactivity ACK time, action success rate, Slack API errors, and p95 update latency, plus dashboards and alerts. Implement exponential backoff for Slack rate limits, dead-letter queues for failed updates, and compensating actions to reconcile desyncs. Add synthetic checks to validate interactivity endpoints and Block Kit rendering across environments. Expose an admin diagnostics panel to replay payloads in staging for troubleshooting.

Acceptance Criteria

Private Clip

Sends the acceptance clip as an ephemeral, owner-only nudge by default, with one-click controls to expand visibility to a channel or select stakeholders. Optional auto-redaction protects sensitive details while enabling transparency when needed.

Requirements

Default Owner-Only Ephemeral Delivery
"As a task owner, I want to receive an ephemeral, private acceptance clip nudge by default so that I can review and act on my commitment without exposing it to others."
Description

Send an acceptance clip as a private, owner-only nudge by default immediately after EchoTask detects a commitment or decision acceptance. Include a 20–30 second audio/video snippet, transcript excerpt, timestamp deep-link to the meeting recording, and quick actions (Acknowledge, Edit task, Reassign, Set due date). Enforce strict access control so only the designated owner can view the clip and transcript in web, Slack, and email surfaces. Store the clip with a short-lived signed URL, scoped permissions, and metadata tying it to the originating task and agenda item. Prepare the payload for seamless escalation to wider audiences via the same object so that subsequent sharing preserves provenance and audit trails.

Acceptance Criteria
One-Click Visibility Expansion Controls
"As a PM, I want to expand a private clip’s visibility to a channel or selected stakeholders with one click so that the right people are informed without manual rework."
Description

Provide a single-click control on the private clip to expand visibility from owner-only to a target channel or selected stakeholders. Offer a share menu with: Share to channel, Share to specific people, and Copy protected link. Include recipient autocomplete (Slack users/channels, email, and workspace members), permission checks, and a pre-share preview showing what will be visible (with any redactions). Allow revocation and scope changes post-share, with updates reflected across all clients. Maintain a share ledger (who, when, where) for audit and analytics, and ensure shared links persist permissions and expire per policy.

Acceptance Criteria
Automatic Sensitive Detail Redaction
"As a security-conscious stakeholder, I want optional auto-redaction before sharing a clip so that sensitive details are protected while still enabling transparency."
Description

Enable optional auto-redaction that masks sensitive details in the clip’s transcript and audio before sharing beyond the owner. Detect PII, credentials, financials, and workspace-defined sensitive terms using hybrid rules and ML, with configurable confidence thresholds. Provide a preview comparing original vs. redacted content, allow owners to accept or adjust redactions, and preserve an unredacted version visible only to the owner and admins. Apply synchronized bleeping in audio and bracketed masking in transcript, and propagate redaction state to all shared surfaces. Support per-workspace policies, custom dictionaries, and audit logs of what was redacted and why.

Acceptance Criteria
Acceptance Clip Generation Engine
"As a PM or engineer, I want EchoTask to auto-generate the acceptance clip around my commitment so that I can quickly review the exact moment without scrubbing the whole meeting."
Description

Automatically identify and extract acceptance moments from meeting recordings by combining speaker diarization, decision/commitment intent detection, and timestamp alignment. Generate a concise clip with configurable pre/post context, attach a confidence score, and link it to the corresponding action item and agenda entry. Support multilingual meetings, overlapping speakers, and noisy audio. Allow manual correction (adjust clip boundaries, change speaker) and re-generation. Persist minimal metadata required for task linkage, and ensure the clip can be rendered consistently in web, Slack, and email clients.

Acceptance Criteria
Ephemeral Controls and Expiration Policies
"As a workspace admin, I want configurable expiration and revocation for private clips so that sensitive nudges don’t persist longer than necessary."
Description

Implement workspace-configurable expiration for private clips and their links (e.g., default 72 hours), with options to revoke, extend, or convert to persistent artifacts when shared more broadly. Enforce non-downloadable previews where possible, watermark shared media, and log revocations. Respect legal hold and compliance exceptions, and ensure expired links are invalidated across all clients. Provide clear UI indicators of remaining time and ownership, and allow owners/admins to reissue a fresh private clip if needed.

Acceptance Criteria
Nudge Acknowledgment and Reminder Workflow
"As a task owner, I want to quickly acknowledge or snooze the private clip and receive reminders if I forget so that nothing falls through the cracks."
Description

Add lightweight workflow to the private clip: Acknowledge, Snooze, Reassign, and Set due date. If not acknowledged within a policy-defined window, send a reminder to the owner and optionally notify the meeting organizer. Consolidate multiple clips into a daily digest to reduce notification fatigue, and apply rate limiting. Track acknowledgment state and surface it on the linked task, ensuring reminders pause once action is taken. Support Slack interactive actions, in-app buttons, and email CTA parity.

Acceptance Criteria

Adaptive Cadence

Learns each person’s response patterns to time nudges when they’re most likely to act. Reduces ping fatigue with smarter spacing, and escalates gently only when risk increases—driving higher follow-through without nagging.

Requirements

Personalized Response-Time Learning
"As an assignee, I want reminders to arrive when I’m naturally available so that I act promptly without feeling interrupted."
Description

Learns each participant’s responsiveness across channels and times by analyzing EchoTask interactions (nudge opens, clicks, snoozes, and completions) and meeting-derived commitments. Builds a per-user, per-channel profile with confidence scores and decay to handle changing behavior and cold-start defaults. Exposes an inference API to the scheduler to return optimal contact windows and recommended channel. Stores only minimal behavioral features (no raw audio/transcript content), honors user consent and deletion requests, and complies with org-level data policies. Integrates with tasks and agenda timestamps to weight urgency and decision criticality, improving timing and reducing ping fatigue.

Acceptance Criteria
Adaptive Nudge Scheduler & Quiet Hours
"As a PM, I want reminders to be automatically spaced and rescheduled around working hours so that my team gets fewer but more effective pings."
Description

Event-driven service that sequences reminders for each task–assignee pair using the learning model, due dates, dependencies, and calendar context. Respects time zones, quiet hours, working hours, and holidays; supports per-user and org-level rules. Applies variable spacing based on engagement and proximity to deadlines, deduplicates across overlapping tasks, batches where appropriate, and guarantees idempotent scheduling. Re-plans automatically on task state changes, reassignment, or meeting updates; exposes APIs and background workers for reliable delivery with retry/backoff. Integrates tightly with EchoTask task lifecycle and agenda timestamps to ensure nudges are actionable and timely.

Acceptance Criteria
Risk-Aware Escalation Policy
"As a project lead, I want riskier tasks to escalate gently when deadlines approach so that nothing slips without overwhelming the team."
Description

Computes a dynamic risk score per task and assignee based on time-to-deadline, dependency criticality, meeting decisions, past responsiveness, and task importance. Triggers gentle escalation steps: tone adjustments, concise digests instead of frequent singles, channel escalation, and optional manager CC according to admin policy. Provides explainability for each escalation, a one-click de-escalate, and never escalates during quiet hours unless breach risk is critical. All escalation decisions are logged for audit and can be simulated in a policy tester before rollout.

Acceptance Criteria
Multi-Channel Delivery with Smart Fallback
"As a developer, I want nudges to reach me on my preferred channel with smart fallback so that I don’t miss important tasks."
Description

Delivers nudges via Slack, Microsoft Teams, email, and mobile push with per-user preferences and organization defaults. Selects the primary channel from the learning model; if undelivered or unread within a policy window, falls back to secondary channels without duplication. Tracks delivery, read, and action events end-to-end. Includes secure deep links to the task, agenda timestamp, and decision context via SSO. Supports localized templates, personalization, and accessibility-friendly formatting.

Acceptance Criteria
User Controls & Feedback Loop
"As a user, I want to snooze or mute reminders and set preferences so that the system adapts to how I work."
Description

Provides in-message controls for snooze, “not now,” mute per task or globally, channel preferences, and configurable quiet hours. Captures explicit feedback and passive signals (opens, dismissals) and writes them to the learning store to refine cadence profiles in real time. Offers a lightweight settings UI inside EchoTask and chat commands in Slack/Teams. Ensures easy opt-out per channel and supports data export/deletion. Displays a brief “why now” explainer to build user trust and transparency.

Acceptance Criteria
Admin Governance & Guardrails
"As an admin, I want to set organization-wide cadence and escalation rules with auditability so that we stay compliant and respectful."
Description

Org-level configuration to cap nudge frequency, define escalation thresholds, set working hours/holidays, and require consent. Role-based access to manage templates, tone guidelines, manager CC rules, and exceptions for critical tasks. Enforces rate limits, fairness constraints across users/teams, and compliance requirements (PII minimization, data retention, regional policies). Provides audit logs of nudge and escalation decisions, policy edits, and administrator actions. Integrates with HRIS/IdP for org structure used in escalation routing.

Acceptance Criteria
Performance Analytics & Observability
"As a product owner, I want visibility into cadence performance and the ability to experiment so that we maximize follow-through with minimal fatigue."
Description

End-to-end instrumentation and dashboards for response rate lift, time-to-close, nudge volume per user, escalation frequency, and fatigue indicators. Supports A/B testing of cadence strategies, channel selection, and content templates with guardrails. Surfaces segment-level performance and fairness metrics to detect over-notification of individuals or teams. Emits structured logs and traces; alerts on anomalies (e.g., spike in escalations or muted users). Provides exportable reports and a privacy-safe dataset for model evaluation and tuning.

Acceptance Criteria

Thread Anchor

Keeps every reminder, update, and response for a task in a single Slack thread under the original promise clip. Preserves context and decision history, reduces channel noise, and makes handoffs effortless.

Requirements

Anchor Message Creation & Linking
"As a PM, I want each task to start a single anchored Slack message with the original promise clip so that every follow-up lives in one place with full context."
Description

When EchoTask creates a task from a meeting decision clip, post a single parent Slack message in the designated channel or DM that contains the promise clip preview, task title, owner, due date, and a deep link back to the EchoTask task and meeting timestamp. Persist the Slack message ID and channel ID on the task record and designate this message as the canonical thread anchor. All future task communications must reference this anchor to preserve context and decision history while reducing channel noise.

Acceptance Criteria
Thread-only Event Delivery
"As an engineer, I want updates and reminders to appear as replies under the original task message so that the channel stays clean and I can catch up quickly."
Description

Deliver all task-related notifications—reminders, status changes, deadline updates, comments, and completion events—as replies in the anchor thread rather than new channel posts. Structure replies with consistent blocks summarizing what changed and link to the full task and relevant timestamp. Ensure idempotency and de-duplication so the same event never posts twice, and include minimal, scannable content to maintain thread readability.

Acceptance Criteria
Identity & Mention Resolution
"As a task owner, I want accurate Slack mentions and notifications in the thread so that I don’t miss reminders or updates and can respond quickly."
Description

Map EchoTask users to Slack user IDs to enable accurate @mentions for owners, reviewers, and stakeholders, including support for Slack Connect and guest accounts. Where mapping is missing, prompt for account linking and fall back to display names without mentions. Ensure timezone-aware due-date phrasing and respectful notification behavior (e.g., avoid @channel) while still reliably notifying the task owner and watchers within the thread.

Acceptance Criteria
Permission-aware Posting
"As a workspace admin, I want the bot to respect channel privacy and access rules so that sensitive information never leaks while keeping task threads usable."
Description

Before posting or replying, verify the app’s access to the target Slack channel or DM and the user’s visibility of the thread. Handle private channels, shared channels, and restricted members without leaking content by falling back to a secure DM with a context-preserving link when necessary. Provide clear remediation prompts (e.g., invite the app to the channel) and fail safely with audit logs if posting is blocked.

Acceptance Criteria
Re-anchoring & Recovery
"As a PM, I want the task thread to self-heal if the original message disappears so that the task’s history and updates remain intact without manual reconstruction."
Description

Detect and gracefully recover from missing or invalid anchors due to message deletion, channel archival, or permission changes. Recreate an anchor message with a preserved summary of the task and a link to historical context, then rebind future events to the new anchor. Post a recovery notice in the new thread and log the event for auditability. Ensure recovery is idempotent and does not create multiple parallel threads.

Acceptance Criteria
Handoff & Reassignment Flow
"As an engineering lead, I want ownership changes to be documented in the thread with a clear summary so that handoffs are effortless and nothing is lost in transition."
Description

When task ownership changes, post a structured handoff reply in the anchor thread summarizing decision history, current status, due date, open dependencies, and next steps. Mention the new and previous owners, update the anchor card to reflect the new owner, and add a confirm/acknowledge action to ensure receipt. Maintain a clear audit trail of ownership transitions within the thread.

Acceptance Criteria

Text Echo

Pairs the 10‑second audio with a concise transcript snippet and key metadata so you can skim silently and search by keywords. Perfect for quiet environments and accessibility without losing the clarity of the clip.

Requirements

Synchronized Audio-Transcript Slice
"As a product manager, I want each 10-second audio clip to be paired with its exact transcript slice so that I can quickly skim or replay the precise moment without searching the whole recording."
Description

Create a 10-second audio excerpt precisely aligned to the transcript tokens and speaker labels, producing a single Text Echo object with exact start/end timestamps. Normalize punctuation, remove filler words when configured, and handle cross-talk by attributing lines to multiple speakers within the slice. Persist the audio clip, aligned text snippet, and linkage to the meeting, agenda item, and decisions so users can skim or play the exact moment without losing context.

Acceptance Criteria
Keyword Search Index
"As an engineer, I want to search by keywords and filters across clips and metadata so that I can instantly find the segment where a topic or decision was discussed."
Description

Index all Text Echo snippets and associated metadata into a searchable store that supports stemming, phrase queries, typo tolerance, and ranking by recency, relevance, and confidence. Each result must deep-link to the meeting and auto-scroll the player to the clip’s timestamp. Include speaker names, agenda tags, decision and action IDs in the index to enable scoped and faceted search across projects and workspaces.

Acceptance Criteria
Metadata Linkage
"As a team lead, I want each snippet to carry speaker, agenda, and decision metadata so that I can trace discussions to owners and actions without manual cross-referencing."
Description

Attach rich, structured metadata to each Text Echo: meeting ID, timestamp range, speaker(s), agenda item ID, decision/action references, language code, ASR confidence, and privacy level. Maintain forward/back links so navigating from a clip to the full transcript, decision record, or task is one click. Expose a stable ID and URL for sharing within permission boundaries.

Acceptance Criteria
Quiet Skim UI
"As a collaborator in a quiet environment, I want to skim silent transcript snippets with quick optional previews so that I can review content without disturbing others."
Description

Provide a compact, accessible UI component that lists Text Echo cards with transcript snippet, key metadata chips, and a muted-by-default play button. Support keyboard navigation, screen-reader labels, copy-link, and hover/press-to-preview playback. Optimize for both desktop and mobile, with pagination and infinite scroll for long meetings.

Acceptance Criteria
Access Control & Redaction
"As a security-conscious admin, I want permissions and redaction applied to snippets and search so that sensitive information isn’t exposed while keeping the feature useful."
Description

Enforce workspace and meeting-level permissions on all Text Echo content, ensuring only authorized users can view or search clips. Apply configurable redaction of sensitive entities (e.g., PII, secrets) before indexing and display, with visual markers for redacted spans. Log access events for auditability and support retention policies for snippet and audio expiry.

Acceptance Criteria
Low-Bandwidth Delivery
"As a mobile user on a slow connection, I want snippets to appear instantly and audio to load only when needed so that I can stay productive without long waits."
Description

Load text and metadata first and defer audio retrieval until user intent to play, with CDN-backed byte-range requests and caching to minimize latency. Provide graceful fallbacks when audio is unavailable, maintain consistent UI states, and cap clip size to meet performance SLAs on mobile networks.

Acceptance Criteria

Context Pack

Auto-attaches the decision timestamp, meeting summary, and links to the relevant Jira/PR/docs alongside the nudge. Owners get everything needed to act immediately—no hunting for context.

Requirements

Auto Decision Timestamp Linking
"As an action owner, I want a direct link to the exact moment the decision was made so that I can quickly verify context without rewatching the entire meeting."
Description

Extracts and attaches the exact meeting timestamp(s) where the action item’s decision was made, linking each task to a precise playback point in the recording and transcript. Uses diarized transcription and decision detectors to identify confirmation moments, maps them to agenda items, and stores offsets (e.g., start_time, end_time, confidence). Supports multiple decisions per task, time zone normalization, and daylight-saving-safe rendering. Adds a visible “Play from decision” link to all nudges and task views. Provides graceful fallbacks when a decision marker is uncertain (nearest confirmation, manual selection). Includes data model updates to store decision timestamps on Action Items and APIs to retrieve them for clients.

Acceptance Criteria
Action-Centric Meeting Summary
"As a PM, I want a short summary attached to each assigned task so that owners immediately understand the decision and constraints without needing to read full notes."
Description

Generates a concise, action-focused summary (1–3 sentences) that explains what was decided, why, and any constraints or dependencies relevant to the owner. Tailors the summary to the specific task, citing key speakers and agenda section, and includes optional bullet callouts for acceptance criteria and deadlines. Integrates with the transcription pipeline and agenda parser to extract rationale and risks. Stores summary text on the Action Item and renders it consistently across Slack/Teams/email and the EchoTask app. Supports multi-language meetings with English output and localized variants where available. Provides quality controls (length limits, readability grade) and a manual edit path with version history.

Acceptance Criteria
Smart Context Link Resolver
"As an engineer, I want all referenced tickets, PRs, and docs attached to my task so that I can open the right artifacts immediately without searching."
Description

Automatically detects and attaches relevant artifacts mentioned during the meeting (e.g., Jira issues, PRs, specs) by parsing spoken references (e.g., “ABC-123”, “PR 457”), chat links, and shared-screen URLs. Resolves to deep links with titles and status badges via integrations (Jira, GitHub/GitLab/Bitbucket, Confluence, Google Docs, Notion). De-duplicates and ranks links by relevance to the specific action item. Prefetches metadata (title, state, assignee) for rich previews while respecting rate limits and auth scopes. Provides a reconciliation UI to confirm or remove links when confidence is low and logs resolution outcomes for model improvement.

Acceptance Criteria
Unified Nudge Payload Formatting
"As a task owner, I want a clear, standardized nudge with all context and quick actions so that I can act in one click regardless of the channel."
Description

Delivers a consistent Context Pack block across Slack, Microsoft Teams, email, and in-app notifications that includes the decision timestamp link, action-centric summary, and resolved artifact links. Implements channel-specific templates (rich blocks, cards, MIME) with graceful plain-text fallback. Includes quick actions (Open Jira, View PR, Play at timestamp, Mark Done) and truncation rules for long titles. Ensures accessibility (ALT text, ARIA labels), dark-mode friendly styling, and mobile-responsive layouts. Provides template versioning and A/B testing hooks to optimize engagement.

Acceptance Criteria
Access-Aware Link Sharing
"As a security-conscious admin, I want shared links in nudges to respect existing permissions so that we don’t expose sensitive information to unauthorized recipients."
Description

Checks permissions for each attached artifact per recipient and suppresses sensitive metadata when access is missing. Uses OAuth/SSO tokens for Jira and code hosts to validate access at send time and on-demand. Offers safe previews (no title leakage), a request-access flow, and admin policies for cross-project sharing. Records access failures and retries with backoff. Redacts or replaces unauthorized links with a guidance message and a secure request button. Ensures the recording timestamp link respects meeting sharing settings and tokenizes playback URLs with expiration.

Acceptance Criteria
Timestamp Playback Deep-Link
"As a task owner, I want to jump straight into the recording at the decision moment so that I can hear the exact wording and nuance quickly."
Description

Opens the EchoTask player at the decision timestamp with a configurable pre/post roll (e.g., −30s/+30s) and highlights the relevant transcript segment and speakers. Supports low-latency seeking on web and mobile, keyboard shortcuts, and copyable deep links. Displays adjacent context (agenda item, decision summary) inline. Handles missing segments with fallback to the nearest anchor. Provides analytics events for playback starts and completion to measure usefulness of Context Packs.

Acceptance Criteria
Context Pack Configuration & Policies
"As a workspace admin, I want to configure what the Context Pack includes and how it renders so that it aligns with our tools and policies."
Description

Provides workspace and project-level settings to control which context elements are included (timestamp, summary, artifacts), default channels, summary length, and provider priority (e.g., prefer Jira over Linear). Supports per-team overrides, template selection, and feature flags for gradual rollout. Exposes admin audit logs for configuration changes and a test-send sandbox to preview nudges. Includes API endpoints and SDK hooks so partners can customize Context Pack composition programmatically.

Acceptance Criteria

Policy Profiles

Prebuilt and customizable redaction policies mapped to roles (guests, execs, auditors) and identity groups (SSO/Okta). Apply the right rules automatically by meeting type and share channel so guests see sanitized summaries while internal teams retain full fidelity. Delivers consistent compliance without manual edits and eliminates risky one‑off exports.

Requirements

Identity-Aware Policy Mapping
"As a compliance admin, I want to map policy profiles to user roles and identity provider groups so that the correct redaction rules are applied automatically without manual intervention."
Description

Enable administrators to associate policy profiles with predefined roles (e.g., guest, executive, auditor) and identity provider groups synchronized via SSO/Okta (SCIM), ensuring automatic policy selection at join, share, and export events. Resolve user identity across email domains and meeting participants, with fallback rules for unknown or unauthenticated users. Integrate with EchoTask’s identity service to enforce policies consistently across transcript access, summaries, tasks, decisions, and notifications.

Acceptance Criteria
Redaction Rule Library & Composer
"As a security administrator, I want configurable redaction rules with safe defaults so that sensitive information is consistently sanitized across all meeting artifacts."
Description

Provide a library of prebuilt redaction rules (PII, financials, secrets, access tokens, emails, phone numbers) and a visual composer to assemble custom policies. Support field-level controls over transcripts, decisions, action items, attachments, and metadata, with options for mask, remove, or replace, plus redaction scopes by speaker, section, or timestamp range. Allow testing rules against sample meetings, saving reusable rule sets, and applying rule precedence to avoid conflicts.

Acceptance Criteria
Context-Aware Policy Autoselection
"As a meeting organizer, I want policies to apply automatically based on meeting context and where I share outcomes so that the right audience sees an appropriately sanitized version without extra steps."
Description

Automatically select and enforce the appropriate policy based on meeting context, including meeting type (calendar labels, invite keywords, project tags), participant composition (internal vs external), and share channel (internal workspace, external email domain, public vs private Slack channel). Define precedence and conflict resolution (e.g., most restrictive wins) and apply policies in real time during sharing and export flows, with an audit note of the decision rationale.

Acceptance Criteria
Dual-View Content Rendering
"As a PM who needs to share outcomes with external stakeholders, I want a sanitized view to share while my team retains full details so that collaboration continues without exposing sensitive information."
Description

Generate and maintain synchronized Full Fidelity and Sanitized views for each meeting, ensuring redactions propagate to summaries, transcripts, decisions, and action items. Gate links so guests default to Sanitized view while internal users see Full Fidelity based on role/group entitlements. Ensure downstream features (task creation, reminders, search indexing) respect the user’s permitted view, preventing leakage of redacted content in notifications or previews.

Acceptance Criteria
Secure Sharing & Export Controls
"As a security officer, I want export and sharing to honor policy restrictions so that sensitive data cannot be exfiltrated through ad-hoc downloads or external shares."
Description

Enforce policy-driven controls for sharing and exports, disabling risky one-off exports of raw transcripts for restricted audiences and allowing only sanitized artifacts where required. Provide expiring, access-token–protected share links, watermarking for downloadable summaries, and domain allow/deny lists. Integrate controls into Slack/email share flows and block copy/download when policy dictates, with contextual guidance to the user on allowed alternatives.

Acceptance Criteria
Policy Versioning & Approval Workflow
"As a compliance admin, I want versioned, reviewable policies with rollback so that changes are controlled, auditable, and safely propagated across past and future meetings."
Description

Introduce versioned policy profiles with draft, review, and approved states, including change logs and diff views. Require designated approvers before policy activation, schedule effective dates, and optionally reprocess historical meetings to apply updated redactions. Provide safe rollback to prior versions and migration status reporting to confirm reprocessing completion and impacts.

Acceptance Criteria
Audit Logging & Access Traceability
"As an auditor, I want detailed logs of policy application and content access so that I can verify compliance and investigate potential disclosures."
Description

Capture immutable logs of policy decisions and content access events, recording which policy and version were applied, what was redacted, who accessed which view, and how content was shared or exported. Surface searchable audit reports in-app and stream events to external SIEM systems via webhooks. Provide per-meeting and organization-wide reports to support audits and incident response.

Acceptance Criteria

Smart Entity Shield

Hybrid AI + pattern detection that auto-flags and masks PII/PHI, customer names, secrets (API keys, tokens), and custom dictionaries. Supports regex lists, watchwords, and managed secret detectors with confidence thresholds and review queues for edge cases. Cuts leakage risk while keeping transcripts accurate and actionable.

Requirements

Streaming Redaction in Transcription Pipeline
"As a meeting participant, I want sensitive information to be automatically masked in real time so that transcripts and derived tasks stay safe without disrupting meeting flow or downstream features."
Description

Implement real-time entity detection and masking during live meeting capture and post-upload transcription, adding no more than 500 ms latency per 5-second segment. Mask detected entities with typed placeholders (e.g., [REDACTED:EMAIL]) while preserving token alignment, timestamps, and speaker attribution so downstream features (action-item extraction, owner assignment, summarization) remain accurate. Support Zoom/Meet/Teams ingestion and recorded files, handle diarization splits, and ensure redactions propagate consistently to notes, decisions, tasks, and exports. Provide English at launch with extensible multilingual support, graceful degradation offline, and regression-tested accuracy/latency SLAs.

Acceptance Criteria
Configurable Entity Detectors & Custom Dictionaries
"As a workspace admin, I want to configure what the system detects and how it is masked so that the shielding fits our policies and minimizes false positives."
Description

Provide workspace-level configuration for entity types (PII/PHI categories, secrets like API keys/tokens, customer names) with per-entity confidence thresholds, allow/deny lists, and masking strategies (full, partial, contextual). Enable admins to upload custom dictionaries and phrase lists, define regex detectors and watchwords, and toggle managed secret detectors. Include versioned configurations with staged rollout, test-mode validation against sample transcripts, and API/SDK endpoints for automation. Ensure environment scoping (dev/stage/prod) and instant rollback.

Acceptance Criteria
Review Queue for Low-Confidence Hits
"As a compliance reviewer, I want a queue of uncertain detections with enough context to decide quickly so that we reduce false positives without exposing sensitive data."
Description

Introduce a human-in-the-loop review queue for detections within a configurable confidence band. Present reviewers with masked transcript context, short audio snippets, and detector rationale to approve, reject, or reclassify entities in bulk or individually. Persist reviewer decisions for model feedback and rule tuning, and apply decisions retroactively across the workspace when patterns match. Provide SLAs, prioritization, keyboard shortcuts, and safe handling to avoid exposing secrets during review. Maintain a full audit trail and support sampling to monitor detector drift.

Acceptance Criteria
Role-Based Unmasking & Secure Reveal
"As a security lead, I want only authorized users to temporarily reveal certain masked data with strong controls so that we can investigate issues without increasing leakage risk."
Description

Enforce fine-grained RBAC for viewing or exporting unmasked entities with per-entity-class permissions and data handling policies. Secrets are irreversibly masked; PII/PHI reveal requires explicit justification, MFA, time-bound access tokens, and is watermarked and fully logged. Support ephemeral in-UI reveal, redaction token APIs for downstream systems, and permission-aware exports (PDF/CSV/JSON) that maintain masking states. Prevent accidental leakage via copy/download controls where configured and integrate with DLP webhooks.

Acceptance Criteria
Confidence Scoring, Alerts, and Monitoring
"As a security operations analyst, I want visibility and alerts on detection health and high-risk findings so that I can respond quickly and keep accuracy high over time."
Description

Expose per-entity confidence scores and detector provenance, and provide alerting for high-severity detections, anomaly spikes, or detector degradation. Deliver Slack/email/webhook notifications with redacted context and remediation links. Offer dashboards with precision/recall trend reports, false-positive rates by entity class, latency metrics, and coverage by source. Allow configurable thresholds and quiet hours, and emit metrics to the existing observability stack for SLO tracking.

Acceptance Criteria
Compliance Logging, Retention, and Tenant Isolation
"As a compliance officer, I want comprehensive auditability and retention controls so that our organization can meet regulatory requirements and prove proper handling of sensitive data."
Description

Generate append-only, tamper-evident audit logs for all detection, masking, reveal, export, and configuration events with timestamps, actor, and justification. Enforce tenant isolation and data residency controls, with encryption at rest/in transit and per-entity retention policies including auto-purge and legal hold. Provide exportable compliance reports (SOC 2 evidence packages, HIPAA-ready toggles where applicable) and data subject request tooling to locate and redact entities across transcripts and derived artifacts.

Acceptance Criteria

Contextual Masking

Redacts the minimum necessary span and replaces it with readable placeholders (e.g., [Customer-Alpha], [Secret-Token]) to preserve meaning. Avoids over-redaction by using surrounding context and entity boundaries, keeping summaries easy to skim and search without exposing sensitive details—across both text and timestamps.

Requirements

Real-time Entity Detection
"As a security-conscious PM, I want sensitive entities detected as the meeting is transcribed so that nothing private appears in notes, tasks, or exports."
Description

Identify sensitive entities in streaming transcripts (e.g., customer names, emails, tokens, repo URLs, ticket IDs) using a hybrid approach: contextual NER, pattern matchers, and workspace dictionaries. Classify entities by type and sensitivity, tag spans with token boundaries, and emit events as words arrive (<500 ms per segment). Support custom vocab synced from CRM and IdP, multilingual transcripts, and confidence thresholds with fallback heuristics to minimize misses without over-flagging. All detected entities feed the masking pipeline and subsequent task extraction so sensitive data is handled before actions are created.

Acceptance Criteria
Context-Aware Minimal Redaction
"As a meeting participant, I want masking that hides only what’s sensitive so that summaries and action items remain readable and useful."
Description

Replace only the sensitive substring while preserving sentence structure, grammar, and meaning. Use surrounding context and entity boundaries to avoid masking entire phrases or timestamps. Maintain speaker turn integrity, punctuation, and Markdown formatting. Apply rules per entity type (e.g., redact token values, keep key name) and ensure masked spans do not break links or agenda anchors. Provide guardrails for near-entities (e.g., mask the API key but not the endpoint description) to keep content skimmable and actionable.

Acceptance Criteria
Deterministic Placeholder Mapping
"As a team lead, I want consistent placeholders for the same entity across notes and tasks so that everyone understands references without revealing real data."
Description

Generate human-readable, typed placeholders (e.g., [Customer-Alpha], [Secret-Token], [Email-1]) that are consistent within a meeting and deterministic across artifacts. Map each unique entity instance to a stable placeholder using salted hashing and collision handling. Preserve placeholder type for downstream logic (search facets, filters, analytics). Allow workspace-level aliasing for known entities (e.g., map Acme Corp to [Customer-Acme]). Ensure placeholders propagate to tasks, reminders, and integrations without exposing originals.

Acceptance Criteria
Timestamp & Artifact Propagation
"As an engineer assigned an action item, I want masking to be consistent from the transcript to the task and reminders so that I can follow context without exposing sensitive data."
Description

Apply masking consistently across all time-coded artifacts: transcript segments, agenda timestamps, decisions, extracted action items, task titles/descriptions, reminders, and exports (PDF/Slack/Jira/Asana). Ensure timeline markers and links remain functional after substitution. When a task is created from a masked span, carry the placeholder and maintain a back-reference to the original (securely) for authorized reveal. Validate that masking survives edits, merges, and summarization passes without drift.

Acceptance Criteria
Admin Policies & Overrides
"As a workspace admin, I want to configure masking rules and handle exceptions so that our team meets compliance needs without blocking productivity."
Description

Provide workspace-level policies to configure which entity types are masked, exceptions/allow-lists, and retention windows. Support per-meeting overrides, manual confirm/unmask workflows, and a review queue for low-confidence detections. Enforce role-based permissions for changing policies and approve/reject actions with full audit trails. Offer preset templates (e.g., SOC2, GDPR) and API/CLI to sync rules from external DLP/SEIM systems.

Acceptance Criteria
Secure Original Retention & Role-Based Reveal
"As a security officer, I want controlled access to originals with full auditing so that investigations are possible without leaking sensitive information."
Description

Store originals in an encrypted vault (KMS-backed, per-tenant keys) separate from masked artifacts. Default all UI and integrations to masked content; allow time-bound, watermarked reveal for authorized roles with explicit purpose logging and audit trails. Support redaction-in-export by default and block raw secret export. Respect data residency and retention policies, with purge-on-request and immutable audit logs for compliance reviews.

Acceptance Criteria
Search & Summarization Compatibility
"As a user searching past meetings, I want accurate results that respect masking so that I can find relevant context without exposing confidential details."
Description

Index masked content so that placeholders are searchable and linked to their entity types. For permitted users, allow opt-in search by original values without exposing them in results. Ensure summarization, topic clustering, and task extraction operate on masked text by default while preserving narrative coherence. Build embeddings on masked text with placeholder-type tokens to retain semantic signal without leaking secrets. Verify that queries for a customer map to its placeholder consistently across meetings.

Acceptance Criteria

SafeAudio Clips

Generates privacy-safe audio versions of decision and promise clips with precise bleep/silence overlays and aligned transcripts. Ensures Slack nudges, PR embeds, and shared clips never leak sensitive words—while the internal original remains intact for authorized viewers. Keeps accountability without compromising confidentiality.

Requirements

Sensitive Term Detection & Policy Engine
"As a security-conscious PM, I want SafeAudio to automatically detect and tag sensitive terms across languages so that shared clips never reveal confidential information."
Description

Detect sensitive content in meeting audio and transcripts using layered strategies: default PII/PHI/PCI patterns, secret/token fingerprints, customizable workspace dictionaries (e.g., client names, codenames), regex lists, and contextual NER across supported languages. Allow per-workspace and per-integration redaction policies (e.g., stricter rules for external shares). Generate word-level spans with timestamps for downstream redaction. Provide override lists, confidence thresholds, and an optional review queue for false positives/negatives. Integrate with EchoTask’s decision/promise clip pipeline so extracted clips inherit the correct redaction spans. Store reason codes (e.g., PII, Secret, Legal) for audit and analytics.

Acceptance Criteria
Sample-Accurate Audio Redaction Overlays
"As an engineer, I want precise redaction overlays that mask only sensitive words without disrupting comprehension so that accountability is preserved while privacy is protected."
Description

Apply precise bleep or silence overlays aligned to word-level timestamps with sample-accurate boundaries and subtle crossfades to avoid artifacts. Support modes: tone bleep (configurable frequency), full silence, or ducking within a redaction window, preserving original clip duration and cadence. Handle overlapping speakers and crosstalk; prevent intelligibility via coarticulation by padding redaction windows with phoneme-safe margins. Normalize loudness to platform targets (e.g., -16 LUFS) post-redaction. Ensure exports cannot be trivially reverse-engineered (no phase-only inversion leakage). Keep originals intact and encrypted; generate redacted derivatives for external playback and embeds at standard rates (e.g., 48 kHz).

Acceptance Criteria
Transcript Redaction & Alignment
"As a reviewer, I want the transcript to clearly indicate redacted content at the exact timestamps so that I can follow context without seeing sensitive data."
Description

Mirror audio redactions in text artifacts with aligned spans: replace redacted tokens with placeholders (e.g., [redacted]) while maintaining timestamp and word indices. Preserve readability and context by showing surrounding text and timing anchors. Propagate to subtitles (VTT/SRT), inline transcript views, and clip captions. Store metadata such as reason codes and reviewer overrides. For authorized viewers, support secure on-demand reveal of originals with explicit access checks and event logging. Ensure PR-safe diff formatting and Slack-safe previews that never include sensitive tokens.

Acceptance Criteria
Dual-Source Access Control & Audit
"As a security admin, I want only authorized users to access originals while others see redacted versions so that we meet compliance and reduce leakage risk."
Description

Maintain a dual-source model: encrypted originals and redacted derivatives. Enforce RBAC/ABAC so only authorized roles (e.g., Admin, Project Owner) can access originals; everyone else sees redacted versions by default. Provide expiring, watermarked, non-downloadable share links for redacted clips; originals require elevated auth (MFA) and just-in-time approval. Log all access and reveal events with actor, artifact, and policy context for audit trails. Support customer-managed keys (CMK), data retention windows, and deletion workflows. Align with EchoTask governance, ensuring tasks and decisions link to redacted artifacts in external contexts while preserving original links internally.

Acceptance Criteria
Safe Sharing Integrations (Slack, PR Embeds, oEmbed)
"As a team member, I want to share safe clips into Slack and PR discussions so that collaborators can review decisions without exposing sensitive terms."
Description

Publish SafeAudio clips and transcripts to Slack and PR platforms (GitHub/GitLab) using only redacted derivatives. Provide rich unfurls with timestamped playback, decision/promise tags, owners, and due dates without exposing sensitive tokens. Implement per-channel redaction profiles and domain allowlists. Include deep links back to EchoTask where authorized users can request elevated access. Support OpenGraph/oEmbed metadata, private-repo permissions checks, rate limiting, retries, and idempotency. Ensure embed players disable downloads of originals and stream only redacted audio with matching captions.

Acceptance Criteria
Redaction QA & Confidence Safeguards
"As a compliance officer, I want automated checks and conservative fallbacks so that we avoid accidental disclosure even when detection is uncertain."
Description

Run post-processing validation to confirm that every detected sensitive span is redacted in both audio and transcript outputs. Compute detection and alignment confidence; when below threshold, expand redaction windows or escalate to full-sentence mute as a conservative fallback. Generate a redaction coverage report, highlight suspected misses for human review, and track precision/recall over time. Include automated tests, canary datasets, and regression checks in CI/CD. Expose metrics and alerts (e.g., miss rate, false-positive rate) to observability dashboards.

Acceptance Criteria
Performance & Scalability SLAs
"As a PM, I want SafeAudio processing to complete quickly and reliably so that clips can be shared immediately after meetings."
Description

Process a 60-minute meeting into SafeAudio clips within target SLA (e.g., P95 under 10 minutes) using scalable job queues and parallelized audio/text pipelines. Support batch processing for backfills and near-real-time for short clips. Ensure idempotent operations, resumable jobs, and cost controls (e.g., GPU/CPU autoscaling, caching reused embeddings/alignments). Provide health checks, backpressure, and priority lanes for time-sensitive shares (e.g., PRs). Publish per-tenant throughput and latency metrics.

Acceptance Criteria

Tiered Share Views

Create multiple shareable views per meeting asset (Internal, Partner, Public) with distinct redaction tiers, expirations, and watermarks. EchoTask auto-selects the correct view based on the destination (Slack channel, email domain, guest link) and logs access. Share confidently in seconds without manual copy/paste or risky edits.

Requirements

Multi-tier View Templates
"As a product manager, I want to define reusable share views with different visibility and controls so that I can share the same meeting safely with different audiences in seconds."
Description

Allow each meeting asset to have multiple configurable share views (e.g., Internal, Partner, Public) with independent settings for included sections (transcript, decisions, action items, timeline), redaction rules, watermark style, link expiration, download/export permissions, and branding. Provide UI and API to create, preview, version, and assign templates at org, team, and meeting levels with inheritance and per-meeting overrides. Ensure generated views preserve agenda timestamps and task links while enforcing view-specific visibility, and support safe previews that show exactly what recipients will see before sharing.

Acceptance Criteria
Context-aware Auto-Selection
"As a meeting host, I want EchoTask to pick the right view based on where I’m sharing so that I avoid mis-sharing sensitive content without extra steps."
Description

Automatically select the correct share view based on the destination context: Slack (channel type, workspace trust, external shared channels), email (recipient domain mapping and allowlists), and guest links (link type). Implement a rules engine with precedence, safe defaults, and manual override in the share dialog. Remember user overrides per destination pattern and log the selection rationale for audit. Provide a dry-run simulator that shows which view would be chosen for a given destination prior to sending.

Acceptance Criteria
Redaction and Content Filtering
"As a security-conscious admin, I want configurable redaction by tier so that sensitive details never appear in external shares."
Description

Build a tier-aware redaction engine that can automatically detect and remove or obfuscate sensitive entities and sections (PII, secrets, code snippets, repo names, customer identifiers) and apply custom keyword/regex rules. Support speaker- or section-scoped redactions, transcript token replacement with [redacted] while preserving timestamps, audio bleeping for redacted segments, and attachment/image redaction. Provide pre-share diff view highlighting removed content and log which rules fired for traceability. Ensure deterministic, idempotent redaction that executes prior to any external rendering or export.

Acceptance Criteria
Watermarking and Expiration Controls
"As a meeting owner, I want expiring links and personalized watermarks so that external recipients are accountable and access ends when intended."
Description

Apply dynamic, non-intrusive watermarks to shared pages, transcripts, and downloadable exports that include viewer identity, timestamp, and view tier. Enforce link-level expirations (absolute date, relative duration, one-time access), revocation, and reissue flows with owner notifications before expiry. Support optional email verification for public links, download blocking, and per-view rate limits. Ensure unfurls and preview thumbnails also reflect watermarking and respect expiry, and that expirations cascade to disable stale links across Slack and email.

Acceptance Criteria
Access Logging and Alerts
"As a compliance lead, I want detailed access logs and alerts so that I can demonstrate control and respond quickly to potential leaks."
Description

Capture a complete audit trail for share creation, view selection, redaction application, and access events (who, when, where, how) including exported/downloaded artifacts. Provide searchable UI and CSV export, plus webhooks/SIEM integrations. Offer anomaly detection and alerting for unusual patterns (e.g., spikes from a new domain, access after revocation, mass downloads). Respect data retention and privacy policies with configurable retention windows and role-based visibility to logs.

Acceptance Criteria
Share Integrations and Previews
"As a participant, I want to share via Slack or email with one click and have the correct view appear so that I don’t need to copy/paste or adjust settings manually."
Description

Integrate one-click sharing to Slack (channels and DMs), email, and guest links with correct view attachment and metadata. Ensure Slack unfurls show a sanitized title/summary and thumbnail from the selected view, and email templates include expiring magic links. Provide copyable tier-specific links and enforce that downstream exports (PDF, CSV of action items) reflect the view’s permissions and redactions. Include robust error handling, retries, and clear user feedback when a destination requires a different view or additional verification.

Acceptance Criteria
Admin Policies and Defaults
"As an admin, I want to set organization-wide defaults and guardrails so that sharing is consistent, compliant, and low-friction for users."
Description

Provide an admin console to define organization-wide tier templates, default expirations, watermark styles, domain-to-tier mappings, and guardrails (e.g., who can create Public views, SSO-only Internal views, download restrictions). Support change audit, version history, and rollback of policies. Allow retroactive enforcement on existing shares and notify owners of impacted links. Expose policy management via API and enforce role-based access controls across admins, team owners, and end users.

Acceptance Criteria

Redaction Ledger

An auditable trail of every redaction: what was hidden, which rule triggered it, who approved exceptions, and when. Compare original vs. each view with side-by-side diffs, then export as part of ProofPack for vendor reviews and audits. Demonstrates due diligence and speeds approvals with verifiable evidence.

Requirements

Event-level Redaction Logging
"As a compliance officer, I want a detailed log of every redaction event so that I can demonstrate due diligence and trace decisions during audits."
Description

Capture every redaction as a discrete, immutable event with structured metadata: meeting ID, agenda item and timestamp, transcript token/time range, media timecodes, redacted content type (e.g., PII, trade secret), rule ID and version, trigger context, actor (auto/manual), action (redact, unredact, exception), and rationale. Persist events in an append-only ledger linked to the meeting artifact graph so diffs and provenance are reproducible across transcript, audio, and decisions. Provide query and filter capabilities to reconstruct any view state at a given point in time and to generate side-by-side comparisons and reports.

Acceptance Criteria
Immutable Ledger & Tamper Evidence
"As a security lead, I want cryptographic proof the ledger hasn’t been altered so that vendors and auditors can trust the evidence."
Description

Store the Redaction Ledger in an append-only, hash-chained structure where each entry includes the hash of the previous entry, a content digest of affected artifacts, and a signed timestamp. Generate a meeting-level root hash and anchor it to an external time-stamping authority. Detect and surface any mutation attempts via integrity checks during read and export. Support legal deletion requests by recording redaction-of-record events rather than removing entries, preserving auditability while honoring retention policies.

Acceptance Criteria
Side-by-Side Redaction Diff Viewer
"As a product manager, I want to visually compare versions so that I can quickly verify sensitive content is properly redacted before sharing."
Description

Provide an in-product viewer to compare Original, Redacted, and Exception views of a meeting. Highlight removed or masked tokens in the transcript, overlay muted segments on the audio waveform, and align differences to agenda timestamps and decisions. Support deep links to specific ledger events, keyboard navigation, accessible color contrasts, and exportable snapshots for inclusion in reports. Integrate with EchoTask’s meeting page and respect user permissions for each view.

Acceptance Criteria
Approval Workflow & Exception Management
"As a data steward, I want a controlled process for approving redaction exceptions so that risk is managed and documented."
Description

Implement a configurable workflow for approving redactions and exceptions, including single or dual-approver rules based on sensitivity, SLA timers, notifications, and mandatory justification notes. Record approver identity, timestamps, and policy references in the ledger. Enforce role-based permissions for proposing, approving, or rejecting exceptions. Automatically create and assign follow-up tasks when exceptions require remediation, linking outcomes back to the ledger for end-to-end traceability.

Acceptance Criteria
Rule Catalog & Trigger Traceability
"As a privacy engineer, I want traceability from each redaction to the exact rule version so that I can tune rules and justify outcomes."
Description

Maintain a versioned catalog of redaction rules with unique IDs, detection methods (pattern, dictionary, model), thresholds, and owners. Link each ledger event to the exact rule version that triggered it, including match spans and confidence scores. Provide a dry-run and sandbox preview mode to test rule changes against historical meetings, capturing expected impacts and false positive/negative feedback. Surface analytics on rule frequency, exceptions, and drift to guide tuning and policy updates.

Acceptance Criteria
ProofPack Export with Checksums
"As a vendor manager, I want to export verifiable redaction evidence so that external reviewers can approve access quickly."
Description

Export a vendor-ready package containing the Redaction Ledger, side-by-side diff renders, raw JSON/CSV logs, rule catalog snapshot, access policy snapshot, and a manifest with SHA-256 checksums and a signed root hash. Support PDF for human-readable reports, machine-readable formats for automated review, and API/CLI access for CI workflows. Include integrity verification tooling so recipients can validate signatures and checksums offline.

Acceptance Criteria
Access Control & View-level Audit
"As a security administrator, I want to restrict and audit access to unredacted content so that exposure risk is minimized and traceable."
Description

Enforce granular, role-based access to Original, Redacted, and Exception views. Log all access attempts and view transitions as ledger-adjacent events with user ID, purpose-of-use, and timestamp. Support consent gates and dynamic watermarking for unredacted views. Provide reports that correlate who saw what and when with specific redaction events, ensuring exposure risk is minimized and traceable for internal and external audits.

Acceptance Criteria

Rule Sandbox

Test and tune redaction rules against sample or historical transcripts before rollout. See hit rates, false positives, and impacted context with instant previews in text and audio. Ship safer policies faster and avoid breaking critical details in summaries or task nudges.

Requirements

Rule Editor & Validation
"As a compliance admin, I want to author and validate redaction rules in a sandbox so that I can enforce privacy without breaking legitimate meeting content."
Description

A safe, interactive rule editor and validator for redaction policies that supports regex, keyword lists, entity detection types (e.g., names, emails, tokens), proximity/context-window constraints, and scoping by team or meeting type. Provides live syntax checking, conflict detection, and compilation to the EchoTask production policy format without affecting live traffic. Executes in an isolated sandbox with resource/time limits to prevent runaway patterns and ensures compatibility with the transcription pipeline and policy engine.

Acceptance Criteria
Historical Dataset Selection & Sampling
"As a security analyst, I want to test rules against representative historical meetings so that I can tune accuracy before production rollout."
Description

Capabilities to assemble representative test datasets from historical transcripts and audio by filtering on team, meeting type, date range, tags, language, length, and PII density. Supports random and stratified sampling, dataset size limits, and immutable snapshots to guarantee repeatable evaluations. Securely fetches and caches text/audio artifacts in the sandbox with access controls and anonymization options where required.

Acceptance Criteria
Instant Redaction Preview (Text & Audio)
"As a rule author, I want instant visual and auditory feedback for matches so that I can quickly see what my rules will hide or leave intact."
Description

Real-time previews that overlay redactions on transcript text and synchronized audio, showing matched tokens, affected context windows, and clickable timestamps. Provides side-by-side original vs redacted views, segment-level mute/bleep playback, and per-hit details (rule ID, reason, confidence). Supports keyboard navigation, locale-aware rendering, and target performance of sub-second updates on typical transcripts.

Acceptance Criteria
Match Analytics & Labeling
"As a compliance analyst, I want metrics and a quick labeling loop so that I can quantify rule quality and iteratively improve it."
Description

Built-in analytics that compute hit rates per rule and entity type, highlight outliers, and track deltas across versions. Includes a lightweight labeling workflow to mark true/false positives/negatives, generate confusion matrices, and estimate precision/recall with confidence intervals. Stores labels per dataset and rule version for reuse, and exports metrics for reporting or CI gating.

Acceptance Criteria
Versioning, Approval & Staged Rollout
"As a policy owner, I want versioning and safe rollout controls so that I can deploy redaction changes confidently and revert quickly if issues arise."
Description

End-to-end lifecycle management for rule sets with semantic versioning, diffs, changelogs, and required reviewer approvals. Supports canary rollout by team/meeting type or traffic percentage, scheduled releases, automated rollback on error thresholds, and full audit trails. Integrates with the EchoTask policy engine for promotion from sandbox to production with one-click deployment and rollback.

Acceptance Criteria
Impact Analysis on Summaries & Task Nudges
"As a product manager, I want to see how redactions will affect summaries and task assignments so that we avoid hiding critical details that power follow-ups."
Description

A simulation layer that replays rules across recent meetings to estimate downstream effects on summaries, decisions, and task nudges. Surfaces where redactions would remove key tokens used for owner detection, deadlines, or decision statements, with risk scoring and what-if toggles. Proposes mitigations (e.g., narrower context windows or scoped exceptions) and requires sign-off when predicted impact exceeds policy thresholds.

Acceptance Criteria

Outcome Meter

A real-time usage and spend meter that increments with every recorded minute and each completed action item. Break down costs by team, project, and meeting type, see live cost-per-outcome, and view month-to-date vs. budget with end-of-period projections. Surfaces quick insights in app and via a Slack summary so teams can course-correct before overages hit.

Requirements

Real-time Usage & Outcome Meter Engine
"As a PMO lead, I want the meter to update live as meetings and action items occur so that I can track usage and outcomes in near real time and react quickly."
Description

Implement an event-driven aggregation service that ingests meeting recording signals (start, stop, duration, pauses) and action item completion events to update usage minutes and outcome counts in near real time. Ensure sub-5-second latency for meter updates, idempotent processing, and handling of late-arriving and out-of-order events. Persist a time-series ledger keyed by org, team, project, meeting type, and meeting ID to enable accurate rollups and drilldowns. Support overlapping meetings, partial/failed transcriptions, and retries with exactly-once semantics. Provide health checks, monitoring, and backfill tooling to guarantee data completeness and correctness across day boundaries and time zones.

Acceptance Criteria
Configurable Cost Model & Allocation Rules
"As a finance partner, I want costs allocated to the right teams and projects with a clear audit trail so that spend reporting and cost-per-outcome metrics are accurate and defensible."
Description

Create a versioned cost model that calculates spend from usage minutes and completed action items using effective-dated rate tables (per-minute, per-outcome, by plan and meeting type) and supports discounts, credits, and promotions. Implement allocation rules that assign costs to teams, projects, and meeting types based on meeting ownership, attendee tags, or explicit overrides, with support for split allocations and rounding policies. Compute live cost-per-outcome as total allocated cost divided by completed outcomes for the selected slice. Record immutable, auditable cost entries and support safe re-rating when rate tables change, with reconciliation reports and rollback.

Acceptance Criteria
Attribution & Tagging for Teams, Projects, and Meeting Types
"As a project manager, I want meetings and action items correctly attributed to my project and team so that breakdowns and reports reflect reality without manual reconciliation."
Description

Design a data model and UX/API for consistently tagging meetings and action items with team, project, and meeting type. Provide default attribution from calendar metadata and workspace membership, auto-detect meeting type from agenda keywords/templates, and allow manual overrides with change history. Enforce completeness with validation and backfill utilities for untagged items. Handle multi-team scenarios via weighted or equal splits, and expose a tagging service used by ingestion, aggregation, and analytics components.

Acceptance Criteria
Budgets, MTD Tracking, and Forecasts
"As an engineering director, I want to see MTD vs. budget and an end-of-month forecast so that I can course-correct before we exceed our allocation."
Description

Enable admins to set monthly or quarterly budgets at org, team, project, and meeting-type levels. Display month-to-date spend and outcomes with comparison to budget and compute end-of-period projections using recent usage trends adjusted for working days. Surface variance (absolute and percentage), burn rate, and confidence bands. Support fiscal calendars, period close behavior, and budget versioning. Trigger risk flags at configurable thresholds (e.g., 80/100/110%) and expose APIs for budget CRUD and retrieval.

Acceptance Criteria
In-app Visualization & Insights
"As a product manager, I want an interactive view with breakdowns and insights so that I can quickly identify what’s driving spend and optimize our meeting practices."
Description

Build an interactive dashboard showing live usage, spend, and cost-per-outcome with filters for time range, team, project, and meeting type. Provide trend charts, breakdown tables, and drilldowns to the meeting and action-item level. Include an insights module that detects anomalies (e.g., rising cost-per-outcome, outlier meeting types) and displays actionable recommendations. Ensure fast load times with server-side aggregation, caching, and pagination, along with accessibility, responsive layouts, data freshness indicators, and export to CSV.

Acceptance Criteria
Slack Summaries & Alerts
"As a team lead, I want concise Slack summaries and alerts about our usage and spend so that the team can adjust behavior before we blow our budget."
Description

Integrate with Slack to deliver scheduled summaries (daily/weekly) and threshold-based alerts to channels or DMs, scoped by team, project, or meeting type. Summaries include usage minutes, spend, cost-per-outcome, MTD vs. budget, and forecast with risk level. Provide interactive elements to change filters and deep link to the dashboard, plus a slash command to fetch on-demand snapshots. Implement OAuth, granular permission scopes, user/dimension subscriptions, rate limiting, and localization-ready message templates while honoring in-app permissions.

Acceptance Criteria
Role-based Visibility & Data Governance
"As an admin, I want strict role-based access to spend data so that sensitive costs are visible only to authorized stakeholders."
Description

Implement RBAC and data governance for meter data so users only see spend and outcomes for authorized teams and projects. Define admin, finance, lead, and member roles with scoped access to budgets, rate tables, and allocations. Enforce permissions across API, UI, and Slack endpoints, with comprehensive audit logs and anomaly detection for access patterns. Support SSO/SCIM group sync, data retention policies, and export controls to protect sensitive financial information.

Acceptance Criteria

Budget Guardrails

Set monthly or quarterly budgets per team or cost center with soft and hard limits. Pre-meeting checks flag when scheduled recordings would exceed a cap and offer alternatives (e.g., decision-only capture) or one-tap approval to extend the budget with a justification. Keeps spend in check without micromanaging day-to-day usage.

Requirements

Budget Hierarchies & Cycles
"As a finance admin, I want to define budgets per team and cost center with monthly or quarterly cycles so that meeting recording spend is governed consistently and traceably."
Description

Enable admins to define budgets at organization, department, team, project, and cost center levels with monthly or quarterly cycles. Support start/end dates, carryover rules, multi-currency with configurable conversion sources, and role-based permissions for creation and edits. Map users and meetings to cost centers via calendar metadata, organizer, tags, or API attributes. Provide CRUD APIs, validation (e.g., non-overlapping cycles), versioning for changes mid-cycle, and a tamper-proof audit log. Integrate with EchoTask scheduling and meeting ingestion so every recording and AI processing cost is attributed to the correct budget entity by period.

Acceptance Criteria
Real-time Spend Metering & Forecast
"As a budget owner, I want accurate spend and forecast visibility so that I can prevent overruns before they happen."
Description

Continuously meter usage for recordings, transcription, and AI processing at the meeting level and compute unit costs to derive actual spend. Maintain running totals per budget period and entity, including committed future spend from scheduled meetings. Provide predictive forecasts to period end using scheduled meetings and historical patterns, and expose remaining budget and burn rate. Handle proration for budget changes mid-cycle and backfill for delayed cost events. Surface this data in the EchoTask dashboard and via API for downstream finance systems.

Acceptance Criteria
Pre-Meeting Budget Check
"As a meeting organizer, I want EchoTask to warn me before a recording puts my team over budget and suggest cheaper modes so that I can still capture decisions without breaking the cap."
Description

At scheduling and meeting start, estimate the projected cost of the selected capture mode and compare it to remaining budget for the relevant team or cost center. Display inline warnings in the scheduler, calendar add-on, and meeting join surfaces when soft or hard thresholds would be breached. Offer cost-saving alternatives (e.g., decision-only capture, reduced transcript fidelity, shorter capture window) and show the projected cost impact of each option in real time. Respect user roles, budget ownership, and exception policies when presenting options.

Acceptance Criteria
Soft Threshold Alerts & Hard Cap Enforcement
"As a budget owner, I want soft alerts and automatic enforcement at the hard cap so that spend stays within guardrails without manual policing."
Description

Provide configurable soft thresholds (e.g., 50%, 75%, 90%) that trigger notifications via email, Slack, and in-app banners for budget owners and organizers. Enforce hard caps by blocking new full captures when limits are reached while offering safe downgrade paths and grace-minute windows. Require reason codes for attempts beyond caps and log all events for compliance. Support per-entity customization with inheritance across the budget hierarchy and ensure enforcement applies consistently across all EchoTask entry points and APIs.

Acceptance Criteria
One-Tap Overrun Approval with Justification
"As a team lead, I want to quickly approve justified exceptions so that critical meetings aren’t blocked while maintaining accountability."
Description

When a meeting would exceed a hard cap, present a one-tap request flow capturing justification, expected overage amount, and duration. Route requests to designated approvers based on team or cost center, with actions available in Slack, email, mobile, and web. Support SLAs, expirations, and escalation chains. On approval, create a scoped temporary allowance and proceed with the original capture mode; on denial, provide downgrade alternatives. Maintain a complete audit trail of requests, decisions, and outcomes for finance and compliance review.

Acceptance Criteria
Budget Analytics & Export
"As a finance analyst, I want detailed budget analytics and exports so that I can reconcile costs and optimize usage across teams."
Description

Offer dashboards and reports showing spend vs. budget by team, project, cost center, and capture mode, including variance, burn rate, and forecast to period end. Highlight outliers and anomalies such as unusually expensive meetings or sudden spikes. Provide scheduled email reports to stakeholders and CSV/API export for BI tools. Ensure currency and time zone aware views and filters, and link analytics back to meeting-level details with agenda timestamps and decisions for context.

Acceptance Criteria
Policy Rules for Auto-Downgrade & Exceptions
"As an admin, I want policies that automatically downgrade capture modes near budget limits so that we maintain coverage on critical meetings while controlling costs."
Description

Allow admins to configure rules that automatically switch to decision-only capture or reduce features when remaining budget falls below thresholds. Support conditions based on meeting metadata (organizer role, attendee count, external participants, tags), time windows, and criticality labels. Provide exception lists for priority projects and a simulator to preview policy impact before activation. Log policy hits and provide override mechanisms for authorized users, with reason capture and auditing.

Acceptance Criteria

Overage Forecast

Predict which teams are likely to exceed budgets using calendar patterns, recurring meetings, and historical completion rates. Sends proactive alerts a week in advance with recommended actions—reallocate unused budget across teams, cap non-critical meeting capture, or switch select sessions to decision-only mode. Prevents surprise invoices and enables smooth, no-drama month-ends.

Requirements

Unified Budget & Usage Data Pipeline
"As a platform admin, I want EchoTask to automatically consolidate budget and usage signals from our tools so that forecasts and alerts are based on complete, trusted data."
Description

Build connectors to ingest and normalize team budgets, plan limits, seat counts, historical captured minutes, transcript counts, meeting metadata (series, attendees, labels), calendar events, and task completion rates. Map all signals to teams and cost centers with daily and monthly granularity, handle late-arriving data, deduplicate records, preserve lineage, and support backfill/replay. Enforce RBAC, PII minimization, and encryption in transit/at rest. Expose a metrics store and feature views consumable by the forecasting model, recommendations engine, alerts, and dashboard to ensure reliable, timely data across the feature.

Acceptance Criteria
Overage Prediction Model with Confidence Bands
"As a finance lead, I want a reliable forecast of which teams will exceed budget so that I can act before month-end invoices."
Description

Implement a per-team time-series forecasting model that projects end-of-month usage and cost versus budget using captured usage trends, recurring calendar patterns, seasonality, and historical completion rates. Support mid-month partials extrapolation, anomaly detection, and rolling weekly updates with 7-day and EOM projections and confidence intervals. Provide model versioning, scheduled retraining, drift monitoring, and automated backtests. Integrate outputs with the metrics store, alerting system, recommendations engine, and the admin dashboard.

Acceptance Criteria
Proactive Overage Alerts & Escalations
"As a budget owner, I want timely alerts about likely overages so that I can review and mitigate without last-minute fire drills."
Description

Generate alerts at least seven days before predicted overages with configurable thresholds and confidence requirements. Deliver via Slack, email, and in-app notifications with deep links to impacted teams. Support digest vs. real-time modes, snooze/mute per team, and escalation paths when alerts are unacknowledged. Include forecast snapshot, drivers, and top recommended actions in the alert payload. Respect RBAC and maintain an auditable notification log.

Acceptance Criteria
Actionable Recommendations with One-Click Apply
"As an org admin, I want clear recommendations I can apply immediately so that I can prevent overages with minimal effort."
Description

Produce ranked, context-aware recommendations for at-risk teams, including reallocating unused budget from other teams, capping capture for non-critical meetings, and switching selected series to decision-only mode. Display expected cost impact, operational risk, and affected stakeholders for each action. Enable one-click application with confirmation, reversible changes, and end-to-end audit trails. Reflect applied actions immediately in forecasts, alerts, and dashboards.

Acceptance Criteria
Non-Critical Meeting Detection & Capture Capping
"As a team lead, I want to limit capture on low-value meetings so that we control costs without losing essential coverage."
Description

Classify meetings by criticality using metadata (agenda tags, attendance mix, recurrence), historical action-item density, decision frequency, and engagement signals. Provide policy rules per team to cap capture by minutes or count for non-critical sessions, with exemptions for priority series and per-meeting overrides. Estimate cost and coverage impact prior to applying caps, and log all policy changes for traceability.

Acceptance Criteria
Budget Reallocation Workflow with Approvals
"As a finance admin, I want to reallocate unused budget to at-risk teams so that we avoid overages without increasing total spend."
Description

Allow admins to transfer remaining budget between teams with configurable constraints (monthly caps, effective dates, minimum reserves) and multi-step approvals. Display current budgets, committed usage, and projected EOM status during transfer. Notify stakeholders, record an auditable trail, and refresh forecasts automatically after reallocation. Integrate with billing systems and organizational permissions.

Acceptance Criteria
Forecast Explainability & What-If Simulator
"As a product manager, I want to understand why a team is forecasted to exceed budget and test mitigation options so that I choose the least disruptive action."
Description

Expose the main drivers of each forecast, including recurring series growth, calendar density, and completion-rate shifts, alongside confidence bands. Provide a simulator to test scenarios such as capping non-critical capture by a percentage, switching specified series to decision-only mode, or reallocating budget, and show projected outcomes versus baseline before applying. Support saving, comparing, and exporting scenarios for stakeholder review.

Acceptance Criteria

Chargeback Sheets

Finance-ready allocation reports that map usage to cost centers and GL codes. Export detailed line items—meeting date, minutes billed, actions completed, unit rates, approvals—to CSV or integrations (NetSuite, QuickBooks, Coupa) with audit-friendly links back to the source meeting. Simplifies chargebacks and speeds monthly close.

Requirements

Rule-based Cost Center & GL Mapping
"As a finance analyst, I want usage mapped to cost centers and GL codes based on flexible rules so that chargebacks align to our accounting structure without manual recoding."
Description

Provide a configurable mapping engine that assigns each meeting’s usage and derived actions to cost centers and GL codes using hierarchical, rule-based logic. Rules can target user, team, department, project, meeting tag, agenda label, or workspace, with priorities, overrides, and effective dates. Support bulk import/export of mapping tables, validation of unknown or deprecated codes, and a preview tool that shows how a sample period will map before publishing. Include fallbacks (e.g., default cost center) and exception handling for unmapped items with an exception queue. Integrate with EchoTask metadata (owners, decisions, action items, timestamps) to enable granular mapping by activity type. All mappings are versioned so historical reports can be reproduced even if rules change later.

Acceptance Criteria
Usage Aggregation & Pricing Calculation
"As a finance operations manager, I want accurate aggregation of minutes and action units with pricing rules so that each cost center’s amount is correct, consistent, and explainable."
Description

Aggregate meeting usage and action item activity into billable units per cost center, applying pricing rules including unit rates, tiered/volume pricing, minimums, rounding, and exclusions (e.g., internal/non-billable tags). Handle cutoffs and time zones for month-end boundaries, pro-rating for partial periods, credits/discounts, and retroactive adjustments. Ensure idempotent recalculation for reproducible results and provide line-level breakdowns (minutes billed, actions completed, unit rates, extended amounts). Validate totals against source usage to prevent leakage or duplication. Performance scales to large volumes and supports dry-run mode for reconciliation.

Acceptance Criteria
Finance-Ready CSV Export
"As a controller, I want a standardized CSV export with all required fields and audit links so that I can import to our finance systems and support audits with minimal manual work."
Description

Generate standardized CSV exports with a stable schema including meeting date/time (UTC and local), meeting ID, workspace, cost center, GL code, minutes billed, actions completed, unit rate, currency, extended amount, approver, approval status, mapping rule ID, and immutable audit link back to the source meeting. Support large-file pagination, compression, column ordering, data typing, and locale-aware formatting. Provide a downloadable package with a data dictionary and schema version. Exports are reproducible for the same period and mapping version and can be filtered by entity, cost center, or approval status. Secure URLs expire and require appropriate permissions.

Acceptance Criteria
ERP & Procurement Integrations (NetSuite, QuickBooks, Coupa)
"As a finance systems administrator, I want to push chargeback lines directly into NetSuite, QuickBooks, and Coupa with idempotent sync so that monthly close is faster and less error-prone."
Description

Deliver native connectors to push chargeback line items into NetSuite (e.g., journal entries or vendor bills), QuickBooks Online (bills/expenses), and Coupa (invoices/expense lines) with configurable entity/type mapping. Support OAuth2 authentication, sandbox/production environments, field-level mappings (cost center/class/location/department), currency handling, and tax treatment where applicable. Implement idempotent sync with external IDs to prevent duplicates, resumable retries with backoff, rate limit handling, and per-record error logging with a reconciliation view. Provide sync status, manual retry, and a test mode that validates field mappings without posting. Include webhooks/callbacks for success/failure notifications.

Acceptance Criteria
Immutable Audit Links & Change History
"As an auditor, I want immutable links and change history for each chargeback line so that every amount can be traced back to the original evidence without ambiguity."
Description

Attach immutable, audit-friendly links on every exported or synced line item that deep-link to the source meeting, transcript snippet, decision, and related action items at the exact timestamps. Preserve a snapshot of the metadata used for calculation (participants, tags, mappings, rates) to ensure past reports are reproducible. Maintain a tamper-evident change log for mapping rules, approvals, and recalculations with who/what/when details. Enforce role-based access so finance can view evidence without exposing restricted content; include signed URLs with controlled expiry and re-authentication when required.

Acceptance Criteria
Chargeback Approval Workflow
"As a cost center manager, I want a clear approval workflow with notifications so that I can review, comment on, and approve charges before they are posted."
Description

Provide configurable approval routing by cost center, department, or amount thresholds with support for single- and multi-step approvals. Approvers receive email/Slack notifications, can comment or request changes, and can bulk-approve or reject line items. Track statuses (Pending, Approved, Rejected, Adjusted) and lock approved items from further edits unless an explicit adjustment workflow is initiated. Record all actions for audit, and expose approval status in exports and integrations. Include SLAs and reminder cadences with escalation paths for overdue approvals.

Acceptance Criteria
Period Close Scheduling & Report Versioning
"As a finance lead, I want scheduled period close with versioned reports and adjustments so that books can be locked while still accommodating late changes transparently."
Description

Support scheduled generation of chargeback reports at configurable close times per timezone, with the ability to lock periods after approval and posting. Provide versioned runs (v1, v2 adjustments) and delta reports that capture only changes since the last posted version. Handle late-arriving data with automatic creation of adjustment entries rather than altering locked history. Allow reruns in dry-run mode for reconciliation. Expose clear period states (Open, Closing, Closed) and prevent edits to mappings or pricing rules that would affect closed periods without an authorized adjustment process.

Acceptance Criteria

Rollover Credits

Carry unused minutes or action-item credits into the next period based on configurable policies and expirations. Allow managers to earmark rollover pools for high-intensity cycles like release weeks. Reduces waste, smooths spend, and gives teams predictable runway without last-minute cuts.

Requirements

Rollover Policy Engine
"As a workspace admin, I want to configure how unused minutes and action-item credits roll over so that our team can reduce waste while keeping predictable usage across billing cycles."
Description

Implement a configurable engine that defines how unused minutes and action‑item credits carry into the next billing period. Support per-plan and per-workspace rules including carryover percentage or fixed caps, maximum carryover per cycle, separate policies by credit type (meeting minutes vs. action-item credits), and expirations defined by date or number of cycles. Handle effective dates, mid-cycle plan changes with proration, blackout periods, and safety caps to prevent runaway accruals. Provide a simulation mode for admins to preview outcomes before applying changes and an audit history for policy changes. Expose policy evaluation as a service used by accrual, consumption, reporting, and billing flows.

Acceptance Criteria
Credit Ledger & Balance Service
"As a finance reviewer, I want an auditable record of how credits were earned, rolled over, used, and expired so that I can reconcile usage with invoices and internal controls."
Description

Create an immutable, transactional ledger to track accrual, rollover transfers, consumption, and expiration events for both minutes and action-item credits. Each entry must reference source period, meeting or action-item IDs, policy version, timestamps, and actor, with idempotency keys to avoid double posting. Provide real-time computed balances by credit type and scope (workspace, team, user), with FEFO (first-expiring-first-out) compatible queries. Ensure concurrency safety, timezone awareness, and backfill/migration tools for existing customers. Offer REST/GraphQL endpoints and internal SDK methods for posting events and retrieving balances at a point in time.

Acceptance Criteria
Manager Earmarked Pools
"As an engineering manager, I want to earmark rollover credits for our release week so that critical meetings and follow-ups are covered without last-minute cuts."
Description

Enable managers to create named rollover pools that reserve a portion of carried credits for specific time windows (e.g., release weeks) or teams/projects. Support pool budgets by credit type, start/end schedule windows, eligible consumer scopes (team, project, meeting series), approval requirements, and distribution modes (first-come, weighted by team size, per-user quota). Allow moving credits into and out of pools with audit trails, automatic release of unused credits at window end, and conflict resolution if multiple pools overlap. Provide UI to create, edit, and monitor pools, and APIs for automation.

Acceptance Criteria
Expiration & Auto-Consumption Rules
"As a PM, I want the system to use the credits that expire soonest and warn me before we lose them so that I can schedule meetings and tasks efficiently."
Description

Define deterministic rules for how credits are consumed and expire. Support FEFO consumption ordering, with configurable priority between base-period and rollover credits. Implement expirations with grace periods, soft-fail behavior when a meeting would exceed available credits, and automatic fallback to overage or payment methods when allowed. Emit pre-expiration notifications (e.g., 14/3/1 days), and provide recovery flows for mistakenly expired credits with admin approval. Surface availability and expiry in scheduling UIs and during action-item creation so users can plan usage.

Acceptance Criteria
Billing & Plan Reconciliation
"As a billing owner, I want rollover usage reflected accurately on invoices and during plan changes so that our spend is predictable and auditable."
Description

Integrate rollover behavior with billing and subscription systems. Align accrual and expiration with billing cycles, handle upgrades/downgrades and plan switches with proration, and reflect carryover, expirations, and overages as invoice line items. Ensure revenue recognition alignment and tax compliance for deferred credits, and sync metadata with the payment provider (e.g., Stripe) for dispute investigation. Provide reconciliation reports that compare ledger totals with billed amounts and alert on discrepancies.

Acceptance Criteria
Rollover Alerts & Reporting
"As a workspace manager, I want clear reports and alerts about our rollover balances and expirations so that I can plan meeting cadences and avoid overage fees."
Description

Deliver dashboards and notifications that visualize current balances, projected expirations, pool allocations, and historical usage by team, meeting series, and credit type. Provide configurable alerts via email and Slack when balances drop below thresholds or expirations approach, plus CSV exports and APIs for BI tools. Include forecasting that recommends when to schedule high-intensity cycles based on available rollover runway and typical consumption patterns.

Acceptance Criteria

Anomaly Shield

Continuously flags billing irregularities—duplicate recordings, bot or test meetings, or suspicious spikes in action-item volume—and auto-credits verified errors. Includes a self-serve dispute flow and admin review queue, preserving trust by ensuring you only pay for real, valuable outcomes.

Requirements

Real-time Billing Anomaly Detection Engine
"As a billing-conscious admin, I want EchoTask to automatically detect and flag suspicious billable events so that I only pay for legitimate meetings and outcomes."
Description

Continuously evaluates meeting and billing events to detect irregularities including duplicate recordings, bot/test meetings, and abnormal spikes in action-item volume. Ingests meeting metadata (host, participants, duration, title), recording artifacts (file hashes, timestamps), transcript-derived metrics, and task counts to compute anomaly scores per meeting and per workspace baseline. Duplicate detection uses deterministic keys (workspace_id + external_meeting_id + start_time) and audio/video hash similarity; bot/test detection applies heuristics and configurable patterns (e.g., titles containing "test", <N participants, duration <X mins) and learned baselines; spike detection flags deviations beyond adaptive thresholds (e.g., 3σ over trailing 30-day median). Emits structured anomaly records with type, severity, confidence, and recommended action, minimizing false positives via suppression rules and cross-checks. Operates in near real time (<2 minutes from meeting end) and degrades gracefully if external signals are delayed.

Acceptance Criteria
Auto-Credit Issuance & Ledger Reconciliation
"As a finance owner, I want verified billing errors to be auto-credited and reconciled so that my invoices are accurate without manual effort."
Description

On confirmed anomalies, issues credits to offset charges, applying workspace-specific pricing rules. Integrates with the billing provider to post credits using idempotent requests and maps each credit to the originating anomaly record. A reconciliation job verifies that credited amounts appear on invoices and updates anomaly status to Credited, ensuring no double-credit via unique idempotency keys. Supports partial credits (e.g., waive recording but keep action-item charges). Failures trigger retries with exponential backoff and alerting. Exposes a credit ledger API and UI surfacing balance, credit reasons, and invoice linkage.

Acceptance Criteria
Self-Serve Dispute Portal
"As a workspace admin, I want an easy way to review and dispute suspect charges so that billing issues are resolved quickly and transparently."
Description

Provides a user-facing flow where workspace admins and billing contacts can review flagged anomalies, submit disputes for missed detections, and attach evidence (links, notes). Lists recent billable events with charges, anomaly status, and resolution ETAs, and supports one-click acceptance or challenge. Users can categorize disputes (duplicate, bot/test, spike false positive, other), suggest credit amounts, and track outcomes via a timeline. Access is permissioned; sensitive content is redacted by default. Rate limits and CAPTCHA mitigate abuse.

Acceptance Criteria
Admin Review Queue & Adjudication Workbench
"As a support agent, I want a centralized queue with full context so that I can adjudicate billing anomalies accurately and on time."
Description

Delivers an internal console for support/ops to triage and resolve anomalies and disputes. Prioritizes items by severity, monetary impact, and SLA, with filters by type, workspace, and age. Case views show all evidence: meeting metadata, anomaly signals, transcript snippets redacted for PII, action-item counts, charge breakdown, and history. Agents can approve/deny/adjust credits, merge duplicates, override rules, leave notes, and trigger customer notifications. All actions are permission-gated and logged. Bulk operations and canned resolutions increase throughput.

Acceptance Criteria
Anomaly Notification & SLA Tracking
"As a billing contact, I want proactive alerts and clear timelines so that I’m never surprised by billing changes or pending actions."
Description

Sends timely notifications to relevant stakeholders when anomalies are detected, credits are issued, or disputes require input. Supports multiple channels (email, Slack, in-app) with digest and real-time modes. Each anomaly carries an SLA timer (e.g., 3 business days to resolution) with escalation rules to admins and ops if breached. Users can manage notification preferences at workspace level. All timestamps are timezone-aware, and work calendars prevent off-hour escalations.

Acceptance Criteria
Configurable Detection Rules & Whitelisting
"As an admin, I want to adjust anomaly detection rules and whitelist known test scenarios so that the system fits my workflows and reduces false positives."
Description

Exposes workspace-level settings to tune detection sensitivity and define safe lists. Admins can set thresholds (min duration, max tasks per minute), pattern-based exclusions (meeting titles, host emails, domains), and known bot/test identifiers. A preview mode shows historical impact before changes go live. Rules are versioned with rollback and environment scoping (prod/sandbox). System defaults are preserved to protect accuracy, with guardrails preventing unsafe configurations.

Acceptance Criteria
Audit Trail & Compliance Logging
"As a compliance officer, I want complete traceability of billing anomaly handling so that audits can be satisfied without data risk."
Description

Captures immutable logs for all anomaly decisions, credit events, disputes, and admin actions, including actor, timestamp, before/after values, and reason codes. Provides secure export endpoints and reports for finance audits, with retention policies aligned to workspace compliance settings. Sensitive fields are hashed or tokenized; access is role-restricted and monitored. Supports traceability from invoice line item back to the originating meeting and detection signals.

Acceptance Criteria

Product Ideas

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

Voiceprint Attestation

Verify speakers with optional voiceprints to bind tasks to real people and cut misassignment. Add an auditable 'who said it' stamp beside every decision clip.

Idea

Decision Seal Ledger

Hash decisions and action items to a tamper-evident ledger. Export signed proofs for audits and vendor reviews.

Idea

Timezone Handoff Autopilot

Auto-assign follow-ups across regions using working hours and handoff windows. Schedule reminders for each owner's morning with the key context snippet attached.

Idea

CommitLink Closers

Link tasks to Git commits and PRs. Auto-close tasks on merge and embed the exact meeting clip in the PR for context.

Idea

Promise Nudge Clips

Send Slack nudges with the 10-second clip where the owner accepted the task, plus one-tap snooze. Raises follow-through without PM chasing.

Idea

Granular Redaction Rules

Auto-redact secrets, customer names, or keywords from shared transcripts while preserving internal originals. Apply different policies for guests, execs, and auditors.

Idea

Outcome-Tied Billing

Bill by recorded minutes and completed action items, with per-team budgets and overage alerts. Align cost with outcomes, not seats.

Idea

Press Coverage

Imagined press coverage for this groundbreaking product concept.

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