TeamSync

Role-Based Guide

Tailored onboarding paths based on specific job roles, providing new hires with relevant content and resources that match their responsibilities. This feature streamlines the learning process, allowing users to focus directly on the tools and functions they need to excel in their positions.

Requirements

Role-Based Content Delivery

"As a hiring manager, I want to provide new hires with role-specific training and resources so that they can quickly become effective members of the team."

Description

This requirement focuses on delivering customized onboarding content tailored to specific job roles within TeamSync. It ensures that new hires receive information and training relevant to their duties, enhancing their learning experience and speeding up their adaptation process. This feature will integrate smoothly with existing learning management systems and onboarding workflows, making it easy for managers to select and assign the right materials for each role. The expected outcome is a more efficient onboarding process that directly impacts productivity and job satisfaction of new employees.

Acceptance Criteria

New hires in the Sales department receive personalized onboarding content through the Role-Based Guide within their first week of joining TeamSync.

Given a new hire in the Sales department, when they access the onboarding portal, then they should see a customized guide tailored to Sales role with relevant training materials and resources.

Managers can easily assign onboarding paths to new hires based on their job roles using the Role-Based Guide.

Given a manager in TeamSync, when they select a new hire's role, then they should have the option to assign the corresponding onboarding path that includes all necessary resources and training.

New hires can track their onboarding progress through the Role-Based Guide interface.

Given a new hire accessing their onboarding portal, when they review their role-based guide, then they should see a visual representation of their completed and pending training materials and tasks.

New hires provide feedback on the relevance and effectiveness of the onboarding content they received based on their role.

Given a new hire who completed their onboarding, when they submit feedback on their experience, then the feedback should be recorded and categorized by job role for future improvements.

Integrating the Role-Based Guide with existing Learning Management Systems (LMS) is seamless and does not disrupt current workflows.

Given the integration process between TeamSync's Role-Based Guide and an existing LMS, when the integration is initiated, then content should be transferred accurately without data loss or errors.

The onboarding content is updated regularly to reflect any changes in job responsibilities or tools for each department.

Given that the onboarding content is maintained, when a responsibility or tool change occurs in a department, then the corresponding onboarding content should be reviewed and updated within one week of the change.

TeamSync collects metrics on the efficiency of the onboarding process to evaluate the impact of role-based content delivery on new hire productivity.

Given a quarterly review of onboarding efficiencies, when metrics are analyzed, then there should be measurable improvements in time-to-productivity for new hires compared to previous metrics without role-based content delivery.

Interactive Progress Tracking

"As a new hire, I want to see my onboarding progress so that I can stay motivated and know what I need to focus on next."

Description

This requirement entails the development of an interactive progress tracking system that allows new hires and their managers to monitor the completion of onboarding activities. This feature will visually represent the progress through a dashboard, making it easy for users to identify what has been completed and what still needs attention. It will promote accountability, provide motivation for new employees, and assist managers in identifying any potential onboarding gaps early on. Integration with existing project management tools will be necessary to link tasks with real-world objectives.

Acceptance Criteria

New hires are onboarding and need to track their progress through the completion of various training modules and tasks assigned to them in the Role-Based Guide.

Given a new hire logs into the TeamSync onboarding dashboard, when they access the Interactive Progress Tracking feature, then they should see a visual representation of their completed, in-progress, and pending onboarding tasks categorized by module and due date.

Managers need to ensure their new hires are on track with their onboarding, requiring visibility into the progress for every team member.

Given a manager views the Interactive Progress Tracking system, when they select an individual team member, then they should see a detailed progress report that highlights completed tasks, tasks overdue, and average completion times against target durations.

To efficiently manage and report on onboarding effectiveness, the organization requires comprehensive data tracking within the Interactive Progress Tracking tool.

Given the Interactive Progress Tracking is operational, when onboarding data is collected, then it should allow for exporting reports that summarize onboarding completion rates and feedback metrics for organizational analysis.

New hires may forget their tasks due to lack of reminders and notifications on upcoming due dates for onboarding activities.

Given a new hire's specific onboarding task is due soon, when the due date approaches, then they should receive automated reminders via email and in-app notifications to prompt them to complete the task.

New hires and their managers need clear communication regarding outstanding tasks to promote accountability and ensure timely onboarding completion.

Given a new hire accesses the Interactive Progress Tracking interface, when they view their outstanding tasks, then the system should provide them with actionable items and corresponding deadlines displayed clearly in a list format.

Feedback Mechanism for Onboarding

"As a new hire, I want to provide feedback on my onboarding experience so that the process can be improved for future employees."

Description

This requirement introduces a feedback mechanism that allows new hires to share their experiences with the onboarding process. Collecting feedback will provide valuable insights into the effectiveness of the training materials and sessions, enabling continuous improvement. This feature will incorporate surveys and rating systems that prompt users to provide their thoughts after completing onboarding tasks. The collected data will be aggregated and analyzed to inform adjustments and enhancements to the onboarding content and processes.

Acceptance Criteria

New hires complete onboarding tasks and provide feedback using the feedback mechanism built into TeamSync.

Given a new hire has completed an onboarding task, when they are prompted by the feedback mechanism, then they should be able to fill out a feedback survey and submit it successfully.

The onboarding feedback mechanism collects and stores new hire feedback for analysis.

Given new hires submit feedback on their onboarding experiences, when the feedback is submitted, then it should be recorded in the designated database without errors and accessible for reporting.

Managers review aggregated feedback to make informed decisions about onboarding improvements.

Given feedback data is collected and stored, when a manager accesses the feedback reports, then they should be able to see a summary of feedback ratings and comments grouped by task and role, enabling identification of improvement areas.

New hires receive reminders to provide feedback after completing specific onboarding tasks.

Given a new hire completes an onboarding task, when a feedback request is scheduled, then the new hire should receive a notification prompting them to provide feedback within 24 hours post-task completion.

The survey includes both quantitative ratings and qualitative comments from new hires.

Given the feedback survey is presented to new hires, when they complete the survey, then it should contain both a rating system (1-5 scale) and an open-ended comment box for additional feedback.

The feedback mechanism is tested for usability and accessibility by new hires.

Given the system has been developed, when new hires attempt to use the feedback mechanism during the onboarding process, then they should report that they can navigate the survey with no more than two minor usability issues identified in user testing.

Role-Specific Resource Library

"As a new hire, I want to have quick access to resources and tools relevant to my role so that I can become familiar with processes and expectations faster."

Description

The role-specific resource library will serve as a centralized repository of tools, documents, and links tailored for different positions within TeamSync. This library will filter resources by job title and provide new hires with easy access to the information they need to succeed immediately. This feature is intended to reduce the time spent searching for essential materials and facilitate quicker adaptation to the company culture and workflows, significantly impacting overall employee satisfaction and effectiveness.

Acceptance Criteria

New hires in the marketing department use the Role-Specific Resource Library to access resources relevant to their roles during their first week at TeamSync.

Given a new hire with the job title 'Marketing Coordinator', when they access the Role-Specific Resource Library, then they should see a categorized list of marketing resources specific to their role, including documents, tools, and training links.

A new employee in the sales team is unable to find relevant onboarding materials and needs to access the Role-Specific Resource Library to complete their training efficiently.

Given a new hire with the job title 'Sales Representative', when they search for materials in the Role-Specific Resource Library, then they should find resources filtered by their job title and the search function should return accurate results within 2 seconds.

A manager wants to assess the effectiveness of the Role-Specific Resource Library in aiding new hires' onboarding process after the first month of implementation.

Given the Role-Specific Resource Library has been live for one month, when a manager reviews feedback, then at least 80% of new hires should report that the resource library was helpful in accelerating their onboarding process and reducing the time spent searching for materials.

The HR team conducts weekly check-ins with new hires to gather feedback on their onboarding experience and the resources provided in the Role-Specific Resource Library.

Given a weekly check-in meeting, when HR gathers feedback from new hires, then at least 70% of new hires should indicate that they found the Role-Specific Resource Library easy to navigate and useful for their training.

After adding new roles to TeamSync, the development team updates the Role-Specific Resource Library to include additional resources for each job title.

Given new roles have been added to the TeamSync platform, when resources for these positions are uploaded, then those resources should be available in the Role-Specific Resource Library within 1 week of creating the new roles.

A long-term employee accesses the Role-Specific Resource Library to review materials relevant to their current job title and responsibilities.

Given an employee with the job title 'Product Manager' accesses the Role-Specific Resource Library, then they should be presented with a full list of updated resources that reflect the latest tools and documents required for their position.

Integration with Communication Tools

"As a new hire, I want to receive training materials and updates through communication tools I already use so that I can easily stay informed and engaged with my onboarding process."

Description

This requirement is for integrating role-based onboarding content with communication tools such as Slack and email notifications. The goal is to facilitate the timely distribution of relevant training materials and updates to new hires through familiar platforms. This feature should allow for automatic notifications about due tasks, upcoming training sessions, and reminders for feedback submissions. It is aimed at ensuring that new hires engage with their onboarding materials seamlessly through the communication tools they already use, thereby promoting better participation rates and communication.

Acceptance Criteria

Notification of Task Due Dates

Given a new hire has been assigned a task notification, when the due date approaches, then an automatic reminder is sent via Slack and email to the new hire 24 hours before the due date.

Access to Role-Specific Content

Given a new hire's role has been defined, when the new hire logs into TeamSync, then they should only see onboarding content relevant to their specific job role in the dashboard.

Training Session Reminders

Given that a new hire has registered for a training session, when the session is 1 hour away, then they receive an automated reminder via their preferred communication tool (Slack or email).

Feedback Submission Notifications

Given that a new hire is required to submit feedback after completing their onboarding modules, when the feedback deadline approaches, then they receive a reminder through email and Slack 48 hours before the deadline.

Integration Functionality Testing

Given that integration with communication tools is implemented, when onboarding content updates are made, then new hires should receive notifications in both Slack and email without any errors.

Customizable Notification Preferences

Given a new hire wishes to customize their notification settings, when they change their preferences in the settings, then the new notification methods are enforced within 15 minutes.

FAQ Chat Interactions

An interactive FAQ section where new hires can ask common questions and receive immediate responses from the chatbot. This functionality not only saves time by reducing dependency on human resources but also empowers employees to find solutions independently, enhancing their confidence.

Requirements

Interactive FAQ Chatbot

"As a new hire, I want to be able to ask common questions and receive instant answers from a chatbot, so that I can quickly get the information I need without waiting for human resources to respond."

Description

The Interactive FAQ Chatbot will serve as a self-service interface that allows new hires to ask common workplace questions and receive immediate, automated responses. By integrating natural language processing, the chatbot will understand and correctly interpret various user queries. This feature is essential for reducing the workload on human resources by enabling employees to find information quickly and independently, which promotes confidence and efficiency during their onboarding process. The feature will be seamlessly embedded within the TeamSync platform, ensuring a user-friendly experience that aligns with existing communication tools used by the organization. The expected outcome is a significant reduction in average response time for inquiries, leading to faster onboarding and increased employee satisfaction.

Acceptance Criteria

User asks a common onboarding question to the FAQ Chatbot.

Given a new hire accesses the FAQ Chatbot, when they type a common onboarding question, then the chatbot should provide an accurate and relevant response within 2 seconds.

User queries about company policies through the FAQ Chatbot.

Given a new hire interacts with the FAQ Chatbot, when they ask about a specific company policy, then the chatbot should return the correct policy information with links to additional resources if needed.

User attempts to get assistance outside the chatbot's knowledge base.

Given a new hire poses a question that the FAQ Chatbot cannot understand, when this happens, then the chatbot should respond with a prompt encouraging the user to contact HR and provide HR contact information.

User receives suggestions for related topics following their query.

Given a new hire has received an answer from the FAQ Chatbot, when the response is provided, then the chatbot should display at least three related questions or topics that the user might find useful for further exploration.

User engages in a multi-turn conversation with the chatbot regarding their onboarding process.

Given a new hire has successfully engaged in a conversation with the FAQ Chatbot, when they ask follow-up questions related to their previous queries, then the chatbot should correctly maintain context and provide coherent answers for at least three sequential questions.

AI-Driven Query Suggestions

"As a new hire, I want the chatbot to suggest possible questions as I type, so that I can find answers more quickly and efficiently without having to think of the exact phrasing."

Description

The AI-Driven Query Suggestions feature will enhance the FAQ Chatbot by providing users with intelligent suggestions based on their typing patterns or frequently asked questions. This functionality will utilize machine learning algorithms to analyze previous inquiries and predict what the user might ask next, thereby speeding up the interaction and improving the user experience. This feature not only simplifies the querying process but also makes it more engaging for users. By implementing this requirement, TeamSync will empower users to receive relevant information faster while minimizing the cognitive load associated with searching for answers.

Acceptance Criteria

New hires interact with the FAQ Chatbot to ask about company policies, using the AI-Driven Query Suggestions feature to formulate their questions.

Given a new hire types a question about company policies, when they stop typing, the FAQ Chatbot suggests at least three relevant queries based on previously asked questions and typing patterns, then the user can select one of the suggestions or continue typing.

An employee is using the FAQ Chatbot during peak hours when multiple queries are being submitted, and they need quick access to common questions about employee benefits.

Given multiple users are querying the FAQ Chatbot simultaneously, when any user types a question regarding employee benefits, then the AI system must respond with query suggestions that are relevant to benefits within 2 seconds, regardless of the overall system load.

A remote employee uses the chatbot to gain information about the integration of TeamSync with other tools they use for project management.

Given the employee initiates a query about integration, when they start typing 'How do I integrate', then the chatbot must suggest integration-related phrases automatically and display options that provide clarity on tool compatibility.

A new hire is unsure about the onboarding process and approaches the FAQ Chatbot for guidance.

Given that the new hire types 'onboarding process', when the AI-Driven Query Suggestions feature analyzes previous inquiries, then it should present tailored suggestions that lead to an efficient resolution of the user's question.

An employee queries the FAQ Chatbot about troubleshooting during a video meeting.

Given the employee is experiencing issues with meeting tools, when they interact with the chatbot, then the AI system should predictively suggest troubleshooting phrases based on common issues reported by other users, allowing for quicker resolution.

Multiple employees are simultaneously using the FAQ Chatbot to ask about different topics and require personalized suggestions.

Given multiple concurrent user interactions, when any user submits a question, the AI-Driven Query Suggestions must yield personalized and relevant suggestions for each user based on their inquiry history without lag, ensuring individual experiences.

Feedback Collection Mechanism

"As a new hire, I want to be able to provide feedback on the responses I get from the chatbot, so that I can help improve the system for myself and future users."

Description

The Feedback Collection Mechanism will be integrated into the FAQ Chatbot to allow users to provide feedback on the accuracy and helpfulness of the responses they receive. This feature will include a simple thumbs-up/thumbs-down option along with a text box for additional comments. Collecting user feedback is crucial for continuous improvement of the chatbot’s responses and overall functionality. By analyzing this data, the development team can fine-tune the chatbot’s AI models and update the FAQ database to ensure the information remains relevant and accurate. This will ultimately enhance user satisfaction and trust in the system.

Acceptance Criteria

User provides feedback after an interaction with the FAQ Chatbot to assess the helpfulness of the response.

Given a user has received a response from the FAQ Chatbot, When the user clicks the thumbs-up or thumbs-down button, Then the feedback should be successfully recorded in the system.

A new hire utilizes the FAQ Chatbot to ask a question and subsequently provides feedback on the accuracy of the answer.

Given a new hire has interacted with the FAQ Chatbot, When they enter a comment in the feedback text box and submit it, Then the comment should be stored alongside the feedback in the database.

The development team reviews user feedback data to identify common issues with FAQ responses.

Given sufficient feedback data has been collected, When the development team analyzes the feedback for trends, Then they should be able to generate a report highlighting the most common inaccuracies and suggestions for improvement.

The FAQ Chatbot must notify users when their feedback has been successfully submitted.

Given a user submits feedback, When the submission process is complete, Then the user should see a confirmation message indicating that their feedback has been recorded.

Users should be able to edit their feedback after initial submission if they change their mind.

Given a user has submitted feedback, When they choose to edit that feedback, Then they should be presented with the option to modify their comments and resubmit their feedback.

The response time of the feedback mechanism should not adversely affect the interaction time with the FAQ Chatbot.

Given a user submits feedback, When they click the submit button, Then the feedback submission should occur within 2 seconds without interrupting the chatbot conversation.

The feedback collection feature must not negatively impact the performance of the FAQ Chatbot.

Given feedback collection is active, When users interact with the FAQ Chatbot, Then the chatbot should maintain an average response time of less than 3 seconds for all user queries.

Multilingual Support

"As a new hire who speaks a different language, I want the chatbot to respond to my questions in my preferred language, so that I can understand and utilize the features of the platform without language barriers."

Description

The Multilingual Support requirement will ensure that the FAQ Chatbot can understand and respond to queries in multiple languages. This feature is particularly important for international teams and organizations with diverse employees who may not be proficient in the primary language used in the workplace. By integrating a multilingual natural language processing system, the chatbot will cater to a larger audience, fostering inclusivity and enhancing user engagement. The successful implementation of this requirement will allow users from different backgrounds to interact with the system comfortably and effectively, leading to a more cohesive team environment.

Acceptance Criteria

Multilingual queries are inputted by users in the FAQ Chatbot.

Given a user inputs a query in Spanish, When the chatbot processes the input, Then it should accurately respond with relevant FAQ content in Spanish.

User switches the FAQ Chatbot language preference.

Given a user selects French as the language preference, When the user interacts with the chatbot, Then all responses should be provided in French without requiring any additional instructions.

Non-English speaking user seeks assistance through the chatbot.

Given a user whose primary language is Mandarin, When they initiate a query in Mandarin, Then the chatbot must provide comprehensive answers in Mandarin.

Multilingual understanding during group inquiries.

Given multiple users inputting questions in various languages simultaneously, When queries are processed, Then the chatbot should respond in the respective languages without confusion or error.

Testing for language detection capabilities.

Given a user inputs a query in an unsupported language, When the chatbot receives the input, Then it should respond with a message indicating it does not support that language.

User evaluates the effectiveness of FAQ responses in different languages.

Given users from different linguistic backgrounds, When they rate the accuracy of responses received from the chatbot, Then at least 90% of users should find the responses accurate in their preferred language.

Training Module Recommendations

Smart recommendations for training modules based on the user's role, skill level, and prior experience. This ensures that new employees engage with the most appropriate training resources, making their onboarding process more effective and tailored to their individual needs.

Requirements

Personalized Training Suggestions

"As a new employee, I want personalized training module recommendations based on my background so that I can quickly engage with the most relevant resources and enhance my skills effectively."

Description

Develop a feature that analyzes user profiles, including role, skill level, and previous experiences, to generate personalized training module recommendations. This feature should utilize machine learning algorithms to ensure ongoing improvement in recommendation accuracy and relevance. Integration with user onboarding processes is critical to deliver suggested modules in real time during the onboarding experience. The ultimate goal is to streamline the training process, leading to improved knowledge retention, faster onboarding, and increased job satisfaction for new hires.

Acceptance Criteria

User onboarding process for new hires utilizing the personalized training suggestions feature during their initial login to TeamSync.

Given a new user logs into TeamSync for the first time, when they enter their role and skill level, then the system should display three tailored training module recommendations based on their profile.

A user updates their profile information after their onboarding process is complete to reflect a change in role.

Given a user updates their profile with a new role, when they log back into the system, then the personalized training suggestions should automatically refresh to reflect appropriate training modules for the new role.

A trainer or manager reviews the training suggestions generated for a new employee by the system.

Given a manager accesses the training recommendations for a new hire, when viewing the suggested modules, then the system should provide reasoning for each module based on the user’s profile attributes.

Continuous improvement of the training module recommendations based on user feedback and completion rates.

Given that a training module has been completed by a user, when they provide feedback on the effectiveness of the training, then the machine learning algorithm should adjust the recommendations for future users based on this feedback.

A new user experiences the personalized training suggestions integrated into their onboarding checklist.

Given a new user's onboarding checklist is displayed, when they view the checklist, then the training module suggestions must be prominently listed along with direct links to access them immediately.

Analytics dashboard for managers to track the effectiveness of personalized training suggestions over time.

Given a manager accesses the analytics section, when reviewing the training module performance data, then they should be able to see metrics such as user completion rates and satisfaction scores for each suggested module.

Skill Gap Analysis Tool

"As a team leader, I want to analyze the skill gaps of my team members so that I can provide them with targeted training resources to improve their performance and help them achieve their potential."

Description

Implement a skill gap analysis tool that assesses the existing skills of users against the required skills for their roles. This tool should provide visualizations and actionable insights that help both employees and managers identify learning opportunities and necessary training modules. It should integrate with the training module recommendations to suggest relevant courses automatically. This enhancement will help in proactive personal development planning and ensure alignment between team goals and individual capabilities.

Acceptance Criteria

New Employee Onboarding Process

Given a new employee with specific role and skill set, When the employee accesses the skill gap analysis tool, Then the tool must accurately identify skill gaps and suggest relevant training modules tailored to their profile.

Manager Overview of Team Skill Gaps

Given a team manager accessing the skill gap analysis report, When they view the report, Then the tool must provide visualizations of the team’s overall skill gaps and highlight individual employees needing specific training.

Integration with Training Module Recommendations

Given that a skill gap is identified for a specific employee, When the skill gap analysis tool is used, Then it must automatically trigger the training module recommendations for that employee based on their role and existing skills.

User Feedback on Recommendations

Given an employee who has completed training modules as per recommendations, When they provide feedback on the relevance and effectiveness of the training, Then the tool must record the feedback and adjust future recommendations accordingly.

Real-time Skill Assessment Updates

Given that an employee has completed additional training or gained new skills, When they update their skill profile in TeamSync, Then the skill gap analysis tool must reflect these changes in real-time and re-evaluate training needs.

Training Progress Tracker

"As a user, I want to track my training progress and receive reminders, so that I can stay on top of my learning commitments and complete my onboarding process efficiently."

Description

Create a training progress tracker that allows users to monitor their completion rates for recommended modules, deadlines, and feedback scores. The tracker should provide insights via dashboards tailored to individual users and team managers. Additionally, it should send reminders to users about upcoming deadlines and encourage engagement. This will foster a culture of accountability and continuous improvement, enabling users to keep track of their learning journey effectively.

Acceptance Criteria

User accesses the training progress tracker to view their completed and pending training modules for the onboarding program.

Given the user is logged in, when they navigate to the training progress tracker, then they should see a dashboard displaying their completion rates, deadlines, and feedback scores for each training module.

A team manager wants to review the training progress of their team members to ensure everyone is on track with their learning objectives.

Given the team manager is logged in, when they access the training progress tracker, then they should be able to view a summary dashboard that aggregates completion rates and feedback scores for all team members.

A new employee is nearing the deadline for completing their assigned training modules and needs a reminder to stay on track.

Given the user is within 3 days of a training module deadline, when the system triggers a reminder notification, then the user should receive an email and an in-app notification about the upcoming deadline.

The user completes a training module and wants to provide feedback on the module to enhance future training.

Given the user has finished a training module, when they click on the feedback link in the tracker, then they should be able to submit their feedback, which will be successfully recorded in the system.

A user wants to assess their overall progress and identify areas for improvement in their training.

Given the user is viewing their training progress dashboard, when they select the option for insights, then they should see a detailed report of their strengths, weaknesses, and recommendations for additional training modules.

A user notices a discrepancy in their training progress and wants to report it.

Given the user identifies an error in their completion rates, when they use the report issue feature, then they should submit their concerns through a form, and they should receive a confirmation that their issue has been reported.

Feedback and Rating System for Training Modules

"As a user, I want to provide feedback on training modules so that I can contribute to enhancing the quality of training resources for myself and future employees, ensuring they have the best possible learning experiences."

Description

Establish a feedback and rating system where users can evaluate training modules based on their relevance, clarity, and usefulness. This system should allow users to leave comments and rate modules on a scale of 1 to 5. This feedback will be invaluable in refining training content and will also assist future users in selecting the best training resources. Additionally, it should feed back into the smart recommendations engine to improve future training suggestions.

Acceptance Criteria

User submission of feedback after completing a training module.

Given a user has completed a training module, when they navigate to the feedback section and submit a rating and comment, then the feedback should be saved and displayed on the training module's page for future users to see.

Displaying average ratings for training modules.

Given multiple users have submitted ratings for a training module, when a new user views the module, then the average rating should be calculated and displayed on the module page accurately.

Integration of feedback into the recommendations engine.

Given valid feedback has been submitted for several training modules, when the recommendations engine processes the feedback, then it should adjust future training module suggestions based on the new data.

User ability to edit or delete their feedback.

Given a user has submitted feedback for a training module, when they choose to edit or delete that feedback, then the system should allow the user to make changes and reflect those changes immediately on the feedback section.

Feedback and rating submission confirmation.

Given a user has submitted feedback for a training module, when they submit the feedback, then they should receive a confirmation message indicating that their feedback was successfully recorded.

User authentication before feedback submission.

Given a user attempts to submit feedback without being logged in, when they try to submit the feedback, then they shall be prompted to log in before the submission can proceed.

Admin Dashboard for Monitoring Training Engagement

"As an admin, I want to monitor training engagement metrics so that I can evaluate the effectiveness of our training programs and make informed decisions on resource allocation for future training initiatives."

Description

Design an admin dashboard that provides insights and metrics on training module engagement across the organization. This dashboard should allow supervisors to track completion rates, user feedback scores, and skill development stats over time. Admins should be able to generate reports to identify trends and areas of improvement within the training offerings. This tool will support data-driven decision-making regarding training initiatives and resource allocation.

Acceptance Criteria

Admin views the training engagement dashboard for the first time to assess overall user participation in various training modules.

Given the admin is logged into the system, when they navigate to the training engagement dashboard, then they should see visual representations of completion rates and user feedback scores for each training module.

Admin wants to filter training module engagement metrics by department to analyze participation rates.

Given the admin is on the training engagement dashboard, when they select a specific department from the filter options, then the displayed metrics should update to show only the training engagement data for that department.

Admin generates a report to analyze trends in training engagement over the last six months.

Given the admin selects a date range of the last six months and clicks 'Generate Report', then they should receive a downloadable report that includes metrics on completion rates, user feedback, and skill development stats for that period.

Admin needs to view skills development statistics over time to identify areas where users are improving or struggling.

Given the admin is viewing the skills development section of the dashboard, when they select a specific skill, then they should see a line graph displaying the trend of skill development scores over the past year.

Admin receives a notification for a significant drop in user feedback scores for a particular training module.

Given that the training module's user feedback scores drop below a predefined threshold, when the admin logs into the dashboard, then they should see an alert highlighting this change in the notifications area of the dashboard.

Admin compares the engagement metrics of newly implemented training modules against older modules.

Given the admin is on the training metrics comparison tool, when they select two training modules (one new and one old), then they should see a side-by-side comparison of completion rates, feedback scores, and engagement duration.

Admin wants to understand which training modules have the highest engagement levels.

Given the admin is on the training engagement dashboard, when they sort the modules by engagement level, then the modules should list from highest to lowest engagement, clearly indicating completion rates.

Peer Connection Feature

Facilitates connections between new hires and experienced colleagues within the company. By suggesting mentors or buddies based on shared roles or interests, this feature promotes relationship building and helps newcomers integrate into the company culture faster.

Requirements

Mentor Matching Algorithm

"As a new hire, I want to be matched with a mentor who shares similar interests so that I can quickly adapt to the company culture and feel supported in my new role."

Description

The Mentor Matching Algorithm enables automated suggestions for mentors or buddies by analyzing shared roles, interests, and skills between new hires and experienced colleagues. This requirement aims to enhance the onboarding experience by creating meaningful connections that facilitate knowledge transfer and cultural integration. By leveraging data-driven insights, the algorithm enables faster identification of suitable mentors, fostering a supportive environment that encourages collaboration and reduces the adjustment period for new employees. This feature integrates seamlessly into the existing TeamSync interface, allowing users to easily navigate and connect with recommended mentors, thus enhancing user engagement and satisfaction with the onboarding process.

Acceptance Criteria

Mentor Matching for New Hires

Given a new hire profile with defined roles and interests, When the Mentor Matching Algorithm runs, Then at least three suitable mentors should be suggested based on compatibility metrics.

Integration with Existing TeamSync Interface

Given the Mentor Matching Algorithm, When integrated into the TeamSync platform, Then users should be able to view and connect with suggested mentors within the interface without performance issues.

User Engagement Metrics

Given the implementation of the Mentor Matching Algorithm, When new hires utilize the suggested mentors, Then the user engagement metric should show a minimum of 75% of new hires engaging with a mentor in their first month.

Feedback Collection from New Hires

Given the Mentor Matching feature is used, When new hires complete their onboarding period, Then at least 80% should report satisfaction with their mentor matching experience through a post-onboarding survey.

Algorithm Performance Evaluation

Given historical data from the mentor matching process, When evaluating the algorithm performance after three months, Then at least 90% of mentor matches should be rated as effective by both parties involved in the mentorship.

Dynamic Updates to Mentor Suggestions

Given changes in user roles or interests, When a new hire updates their profile, Then the Mentor Matching Algorithm should dynamically refresh the mentor suggestions within 24 hours.

Onboarding Dashboard Widget

"As a new hire, I want to have a personalized onboarding dashboard that shows my tasks, resources, and mentor meetings so that I can manage my onboarding process effectively."

Description

The Onboarding Dashboard Widget provides new hires with a dedicated space on their dashboard that highlights key resources, upcoming meetings with their mentors, and important onboarding tasks. This widget serves to centralize information and improve accessibility, helping new employees track their progress and stay organized during their transition. By incorporating elements like reminders for introductory meetings with mentors and links to relevant training materials, the widget enhances the onboarding experience and ensures that newcomers have easy access to all necessary tools and support. The feature aims to improve productivity and engagement from day one, integrating with the existing dashboard features in TeamSync to maintain a cohesive user experience.

Acceptance Criteria

Onboarding Dashboard Widget displays relevant onboarding information for new hires during their first week.

Given a new hire accesses the onboarding dashboard, when the widget is displayed, then it must show at least three key resources, two upcoming mentor meetings, and a checklist of five onboarding tasks.

The Onboarding Dashboard Widget enables new hires to set reminders for mentor meetings.

Given a new hire views the widget, when they select a mentor meeting, then they should have the option to set a reminder 24 hours prior to the meeting.

New hires can access relevant training materials directly from the Onboarding Dashboard Widget.

Given a new hire accesses the dashboard, when they click on a training resource link within the widget, then it should redirect them to the appropriate training material or course.

Onboarding Dashboard Widget adjusts according to the new hire's role and department.

Given a new hire from the marketing department accesses the widget, then the displayed resources, tasks, and meetings must be relevant to their specific onboarding process.

The Onboarding Dashboard Widget provides feedback options for new hires regarding their onboarding experience.

Given a new hire uses the widget, when they click the feedback button, then they should be presented with a form to share comments on their onboarding process.

New hires receive a notification when new tasks are added to their Onboarding Dashboard Widget.

Given a new hire is logged into TeamSync, when a new onboarding task is added, then they should receive an in-app notification about the new task.

Feedback Loop for Mentorship

"As a mentor, I want to provide feedback on my interactions with my mentee so that we can both improve our collaboration and help future employees benefit from our experience."

Description

The Feedback Loop for Mentorship feature allows both mentors and mentees to provide feedback about their experiences after meetings or milestones. This requirement introduces a structured method for participants to evaluate their interactions and highlight areas for improvement, which can inform adjustments to mentor pairings or program enhancements. This feedback mechanism not only encourages continual growth for both mentors and mentees but also helps the organization gather insights to refine the mentorship program over time, ultimately leading to better training, support, and satisfaction. By leveraging data analytics, TeamSync can track trends in mentorship effectiveness, ensuring a responsive and adaptive approach to onboarding new employees.

Acceptance Criteria

Mentors and mentees complete a feedback form post-meeting to evaluate the effectiveness of their session.

Given a mentor and mentee have completed their meeting, When they access the feedback form, Then they should be able to rate their session on a scale of 1 to 5 and provide comments.

The feedback collected from mentors and mentees is stored in the system for analysis.

Given feedback is submitted, When the system receives the input, Then it should store the feedback data securely in the database for future analytics.

Managers analyze mentorship effectiveness trends based on collected feedback data over time.

Given at least 10 feedback submissions exist, When a manager accesses the mentorship analytics dashboard, Then they should see visual representations of average session ratings and areas of improvement per mentor.

Notification system alerts mentors and mentees about pending feedback submissions after their scheduled meetings.

Given a meeting has ended, When feedback is not submitted within 48 hours, Then both mentor and mentee should receive an automated reminder notification via email and within the platform.

Mentees can view feedback trends on their mentor's effectiveness before pairing.

Given a mentee is selecting a mentor, When they view the mentor's profile, Then they should see an aggregated rating and feedback summary from past mentees.

Mentors receive training on how to give constructive and actionable feedback to mentees.

Given a new mentor is onboarded, When they complete the training module, Then they should pass a quiz on best practices for providing effective feedback with an 80% pass rate or higher.

Progress Tracking Dashboard

A personalized dashboard that allows new hires to track their onboarding progress and milestones. This feature keeps users motivated by showcasing their accomplishments, ensuring they remain engaged and focused during their acclimation period.

Requirements

Onboarding Progress Visualization

"As a new hire, I want to see my onboarding progress visually represented so that I can remain motivated and focused on completing my tasks efficiently."

Description

The Onboarding Progress Visualization requirement involves creating a visual representation of the onboarding journey, where new hires can see their completed tasks, remaining tasks, and upcoming milestones. This feature enhances user engagement by offering a clear view of their achievements and areas where focus is needed, fostering motivation and a sense of accomplishment. The integration with the existing Task Management System enables automated updates of task completion and milestone achievements without additional manual input. Providing visual metrics helps both new employees and managers assess onboarding progress, leading to timely interventions if necessary and ultimately ensuring a smoother onboarding experience.

Acceptance Criteria

New hire views their onboarding progress dashboard on their first day, seeking to understand the tasks completed, remaining tasks, and upcoming milestones.

Given that the new hire has logged into TeamSync, when they access the onboarding progress dashboard, then they should see a visual representation of completed and remaining tasks, as well as milestones that are upcoming.

A manager reviews the onboarding progress dashboard for a new hire to assess their acclimation status and ensure timely interventions if needed.

Given that the manager accesses the onboarding progress dashboard, when they view the progress metrics for the new hire, then they should be able to see an overview of completed tasks, remaining tasks, and any alerts for overdue milestones.

The onboarding progress dashboard updates automatically as new hires complete tasks in the Task Management System.

Given that a new hire completes a task in the Task Management System, when the task is marked as completed, then the onboarding progress dashboard should reflect this change within 5 minutes of the task being completed.

A new hire wants to receive notifications for upcoming milestones on their onboarding progress dashboard.

Given that the new hire has opted in for milestone notifications, when a milestone is due within the next week, then they should receive a notification via TeamSync reminding them of this upcoming milestone.

The onboarding progress dashboard should provide visual metrics that are easy to interpret by the new hire and their manager.

Given that both the new hire and their manager are reviewing the onboarding progress dashboard, when they look at the visual representation of the data, then they should be able to quickly understand the overall progress and identify areas where more focus is needed.

New hires frequently use the onboarding progress dashboard to track their progress and identify next steps without external assistance.

Given that a new hire is accessing the onboarding progress dashboard, when they look for guidance on their next tasks, then the dashboard should clearly delineate remaining tasks and priorities for their onboarding journey.

Milestone Notifications

"As a new hire, I want to receive notifications when I reach important onboarding milestones so that I can celebrate my progress and stay on track with my tasks."

Description

Milestone Notifications is a requirement designed to inform new hires of their progress through timely notifications as they complete tasks and reach significant checkpoints in their onboarding process. This feature benefits users by ensuring they receive encouragement and recognition at key moments, reinforcing positive behavior and engagement throughout their onboarding. By integrating with the platform's existing notification system, these updates will be sent directly to users via in-app alerts and email, helping to create an encouraging environment that celebrates achievements while guiding users toward remaining tasks. This feature directly connects to productivity and satisfaction metrics.

Acceptance Criteria

New hires receive milestone notifications as they complete tasks in the onboarding process, which encourages them and helps them track their progress effectively.

Given a new hire is onboarded and completes a task, when the task is marked as completed, then a milestone notification is sent to the user via in-app alert and email.

New hires can customize the types of notifications they receive regarding their onboarding milestones, ensuring they only get relevant updates.

Given a new hire has preferences for notifications, when they adjust their notification settings, then the system reflects those changes and only sends notifications that align with their preferences.

Milestone notifications are timely and align with significant accomplishments within the onboarding program to reinforce engagement.

Given a new hire completes a significant milestone, when they reach this point, then the notification for this milestone should be sent within 5 minutes of the task's completion.

New hires should have access to a summary of milestones they have received notifications for, enabling them to reflect on their progress during onboarding.

Given a new hire wants to view their progress, when they access the progress tracking dashboard, then they can see a list of milestones with dates and types of notifications received.

The milestone notification system should be integrated with the existing TeamSync notification architecture to ensure a seamless experience for users.

Given the milestone notifications are implemented, when a new hire receives a notification, then it should appear consistently with other notifications in the TeamSync platform without any errors or delays.

Administrators can adjust the criteria for milestone notifications based on feedback from new hires or organizational changes, ensuring ongoing relevance.

Given administrators need to modify notification criteria, when they access the admin settings for milestone notifications, then they are able to change threshold or trigger conditions and save those changes successfully.

Customizable Dashboard Layout

"As a new hire, I want to customize my onboarding dashboard layout so that it reflects my style and helps me focus on what matters most to me during onboarding."

Description

The Customizable Dashboard Layout requirement allows new hires to personalize the layout of their onboarding dashboard to suit their preferences. This includes rearranging widgets, selecting which metrics to display, and choosing themes that best represent their personal style. By allowing customization, new hires can create a more engaging and user-friendly experience, which can lead to increased satisfaction and improved focus on their onboarding tasks. This feature necessitates a simple drag-and-drop interface within the dashboard and must integrate seamlessly with existing UI components to maintain consistency with TeamSync’s overall design. Ultimately, this requirement supports individual preferences, making the platform more user-friendly and adaptable to a diverse workforce.

Acceptance Criteria

New hires are accessing the Progress Tracking Dashboard for the first time, eager to personalize their layout to improve their onboarding experience.

Given the new hire is logged into TeamSync, when they navigate to the Customizable Dashboard Layout, then they should be presented with options to rearrange widgets, select metrics, and choose themes.

A new hire has rearranged the widgets on their onboarding dashboard and wants to save these changes for future sessions.

Given the new hire has moved a widget, when they click the save button, then the changes should be retained, displaying the customized layout on subsequent logins.

New hires want to view their key performance indicators (KPIs) on the dashboard and select which metrics to display based on their onboarding tasks.

Given the new hire is in the dashboard customization interface, when they choose 'Select Metrics', then they should see a list of available metrics relevant to their onboarding tasks and be able to add or remove them as needed.

A new hire prefers a darker theme for their dashboard to reduce eye strain during long hours of onboarding.

Given the new hire is customizing their dashboard, when they select a dark theme, then the dashboard should immediately change to reflect this theme without any page refresh.

The new hire's customizations to the dashboard need to integrate seamlessly with existing TeamSync UI components to ensure a consistent look and feel.

Given the new hire has saved their dashboard layout, when they view their onboarding dashboard, then all UI components should conform to TeamSync’s overall design standards, including color schemes and fonts.

A new hire needs guidance on how to use the customizable features of the dashboard during their initial setup.

Given the new hire is on the dashboard setup page, when they click on the help icon or tutorial, then they should see a guided walkthrough explaining how to customize their dashboard with tooltips and examples.

To ensure accessibility, the dashboard customization options must be compatible with assistive technologies.

Given the new hire is using a screen reader, when they attempt to customize their dashboard, then all options should be clearly labeled and accessible, allowing full use of customization features without barriers.

Interactive Troubleshooting Tool

An embedded troubleshooting tool that guides users through common issues they may face while navigating TeamSync. This feature promotes self-sufficiency, allowing new employees to resolve challenges in real-time and enhancing their overall onboarding experience.

Requirements

Interactive Troubleshooting Guide

"As a new employee, I want an interactive troubleshooting tool so that I can resolve common issues on my own without needing to contact support."

Description

The Interactive Troubleshooting Tool will provide users with a step-by-step guide to resolving common issues encountered while using TeamSync. This tool will be context-sensitive and tailored to the specific functionalities of the platform, allowing users to easily navigate through solutions based on their real-time inquiries. It will be accessible through a dedicated help section, ensuring users have constant availability to support. By integrating this feature, TeamSync not only saves time by reducing dependency on customer support but also fosters a culture of self-learning and empowerment among users, ultimately improving their onboarding experience and increasing overall productivity.

Acceptance Criteria

User accesses the Interactive Troubleshooting Tool from the dedicated help section after encountering an issue while using the platform.

Given the user is on the TeamSync platform, when the user clicks on the 'Help' section and selects 'Troubleshooting', then the Interactive Troubleshooting Tool should display a step-by-step guide relevant to the issue currently being experienced.

User follows the troubleshooting steps provided by the Interactive Troubleshooting Tool to resolve an issue.

Given the user is viewing the Interactive Troubleshooting Tool, when the user follows the suggested steps, then the user should be able to resolve the issue without additional assistance from customer support.

User is a new employee onboarding and needs assistance navigating TeamSync functionalities through the Interactive Troubleshooting Tool.

Given the user is in the onboarding process, when the user accesses the Interactive Troubleshooting Tool, then the tool should provide context-sensitive guidance tailored to the specific functionalities relevant to new users.

User encounters an error message while using TeamSync and decides to utilize the Interactive Troubleshooting Tool for help.

Given that an error message is displayed to the user, when the user opens the Interactive Troubleshooting Tool, then the tool should automatically recognize the error and provide targeted troubleshooting steps.

User wants to feedback on the effectiveness of the Interactive Troubleshooting Tool after using it to resolve an issue.

Given the user has utilized the Interactive Troubleshooting Tool, when the user submits feedback through the designated feedback option, then the feedback should be successfully recorded and acknowledged by the system.

User is using a mobile device to access the Interactive Troubleshooting Tool while experiencing issues with the mobile version of TeamSync.

Given the user is accessing TeamSync via a mobile device, when the user selects the 'Help' section, then the Interactive Troubleshooting Tool should be fully functional and display troubleshooting options optimized for mobile use.

Contextual Help Pop-ups

"As a user navigating the platform, I want contextual help pop-ups so that I can receive on-the-spot assistance without interrupting my workflow."

Description

The tool will include contextual help pop-ups that appear based on user interactions within the platform, providing hints, tips, and links to the troubleshooting guide when users perform tasks that are often associated with challenges. This will proactively address potential roadblocks users might face and guide them to solutions before issues escalate. The contextual help will be designed to seamlessly integrate into the user interface, ensuring it does not disrupt the user experience while providing valuable guidance. This will lead to reduced frustration and improved efficiency, particularly for those who are unfamiliar with the platform.

Acceptance Criteria

User encounters an issue while trying to share a document in TeamSync and sees the contextual help pop-up intended to guide them through this task.

Given a user is trying to share a document, when they hover over the 'Share' button for more than 2 seconds, then a contextual help pop-up should appear with relevant tips and a link to the troubleshooting guide.

A new employee is onboarding and interacts with the task management section of TeamSync, triggering a contextual help pop-up for task creation.

Given a new employee is in the task management section, when they click on 'Create Task', then a contextual help pop-up appears explaining the required fields and offering links to examples.

A user is unsure how to utilize the video conferencing feature and receives guidance through a contextual help pop-up while navigating this section.

Given a user is on the video conferencing setup page, when they stay on the page for 5 seconds, then a contextual help pop-up should display tips on setting up audio and video correctly.

User wishes to customize their dashboard layout but finds it challenging and receives a contextual help pop-up for assistance.

Given a user is in the dashboard customization settings, when they click on ‘Help’, then a contextual help pop-up should appear detailing the customization options available.

A user attempts to edit a shared document but encounters an issue, prompting a contextual help pop-up to provide troubleshooting tips.

Given a user is in the document editing view, when they attempt to save changes without sufficient permissions, then a contextual help pop-up should appear indicating why their changes cannot be saved and how they can resolve the issue.

An employee struggles to find the file sharing feature within TeamSync and is guided by a contextual help pop-up during navigation.

Given a user is navigating the main menu, when they take longer than usual (more than 15 seconds) to find the file sharing feature, then a contextual help pop-up should appear providing navigation tips to the file sharing section.

User frequently faces issues with notifications and receives proactive support through a contextual help pop-up based on their interactions.

Given a user has dismissed notification alerts multiple times in a session, when they return to the notifications section, then a contextual help pop-up appears offering tips on managing notification settings effectively.

Feedback Mechanism for Troubleshooting Tool

"As a user, I want to provide feedback on the troubleshooting tool so that the content can be improved over time based on my experience."

Description

In order to continually improve the Interactive Troubleshooting Tool, a feedback mechanism will be integrated that allows users to rate the effectiveness of the solutions provided and submit suggestions for additional topics or common issues. This feature will gather user insights that can be analyzed to enhance the guide further and identify areas where users may still struggle, thereby informing future updates and improvements. By capturing user feedback, TeamSync can actively evolve the tool’s content and usability based on real user experiences and needs.

Acceptance Criteria

User Feedback Submission for the Troubleshooting Tool

Given a user is utilizing the Interactive Troubleshooting Tool, when they reach the end of a troubleshooting session, they must be prompted to rate the solution's effectiveness on a scale of 1 to 5, and provided with an input field to submit additional feedback or suggestions. Then the feedback provided should be successfully saved in the system for further analysis.

Rating Effectiveness Visibility

Given a user submits feedback on the troubleshooting solution, when the user revisits the tool, they must be able to see a summary of their previous ratings and comments displayed in their user profile history. Then the displayed feedback should accurately reflect their past submissions.

Admin Access to User Feedback Data

Given that an admin user accesses the admin dashboard, when they navigate to the feedback section, they must be able to filter feedback submissions by date range, solution type, and average rating. Then the displayed data should correspond accurately to the chosen filters.

Feedback Follow-Up Mechanism

Given that a user has submitted feedback on the troubleshooting tool, when they provide suggestions for new topics, they should receive a confirmation response via email acknowledging their submission and indicating that their feedback will be reviewed. Then the email should include a reference ID for their feedback submission.

Reporting Common Issues and Solutions

Given the collected user feedback, when an analysis is performed, it must identify the top 5 common issues reported by users along with the respective effectiveness ratings of their solutions. Then this data should be available in a report format for the development team to review.

User Experience for Onboarding

Given a new employee is navigating the Interactive Troubleshooting Tool, when they use the feedback mechanism for the first time, they must experience a simple, clear step-by-step process that guides them through rating a solution and submitting suggestions. Then the process should take no more than 5 minutes to complete.

Search Functionality for Troubleshooting Topics

"As a user, I want to use a search function in the troubleshooting tool so that I can quickly find solutions to specific problems I encounter."

Description

Implementing search functionality within the Interactive Troubleshooting Tool will allow users to quickly find solutions to specific issues by typing keywords related to their problems. This search feature will utilize an intelligent algorithm to match user queries with relevant troubleshooting content, enhancing discoverability and efficiency. Users will be able to access a range of FAQs, articles, and situational guidance related to common issues within TeamSync. This capability will further promote self-sufficiency and streamline the issue resolution process for users.

Acceptance Criteria

User types a keyword related to a common issue in the search bar of the Interactive Troubleshooting Tool during their onboarding process, seeking immediate assistance to resolve their confusion regarding file sharing.

Given the user has accessed the Interactive Troubleshooting Tool, when they type a keyword into the search functionality, then the system should return a list of relevant FAQs, articles, or guidance topics within 3 seconds.

A new employee is experiencing difficulty setting up their profile in TeamSync and uses the search functionality to find solutions related to profile settings.

Given the user inputs 'profile setup' into the search bar, when they submit the query, then the search results should include at least three relevant resources explaining how to set up their profile and how to troubleshoot associated issues.

A user encounters a problem while attempting to join a video conference and seeks help via the search functionality in the Interactive Troubleshooting Tool.

Given the user types 'join video conference' into the search bar, when the results are displayed, then the first result should contain a step-by-step guide on how to join a video conference along with potential troubleshooting tips.

During a team meeting, a team member faces disruptions with screen sharing and decides to use the search tool to find a quick resolution.

Given the user enters 'screen sharing issues' in the search bar, when they view the results, then they should see a clearly labeled article that contains common screen sharing issues and their solutions within the first five search results.

A user wants to verify if an issue they are facing has been documented and searches for it using the troubleshooting tool before raising a ticket.

Given the user types 'software not responding' into the search tool, when the results are generated, then the user should find at least two articles related to software responsiveness, one of which contains a troubleshooting procedure.

An employee looking for information on permissions settings in TeamSync uses the search feature within the troubleshooting tool.

Given the user types 'permissions settings' in the search bar, when they review the results, then the user should be able to distinguish between articles and FAQs based on user ratings or relevance indicators.

After using the search functionality, a new employee wants to provide feedback on the relevance of the search results they received.

Given the user has accessed the search results page, when they select a feedback option, then they should be able to submit a rating and comment on the usefulness of the content pertaining to their query.

Integration with TeamSync Dashboard

"As a user, I want the troubleshooting tool to be integrated into my dashboard so that I can easily access help without losing my focus on the task at hand."

Description

The Interactive Troubleshooting Tool will be embedded within the TeamSync dashboard, allowing users to access guidance without navigating away from their current workspace. This integration is crucial to maintain the flow of work and ensure that users can resolve issues without interruption. The tool will be visually consistent with the existing dashboard design, ensuring a smooth user experience. Additionally, having the troubleshooting feature directly on the dashboard encourages users to utilize it regularly, thus enhancing their overall familiarity with TeamSync’s functionalities and features.

Acceptance Criteria

Accessing the Interactive Troubleshooting Tool from the TeamSync dashboard while working on a specific project task to resolve a common issue without leaving the current workspace.

Given the user is on the TeamSync dashboard, when they click on the Interactive Troubleshooting Tool, then the tool opens within the dashboard without navigating away, displaying relevant troubleshooting options.

Using the Interactive Troubleshooting Tool to guide new employees through a download issue during their onboarding process while they are engaged in a video call.

Given a new user is engaged in a video call, when they encounter a download issue, then they can access the Interactive Troubleshooting Tool which provides step-by-step guidance for resolving the issue in real-time.

Navigating through the Interactive Troubleshooting Tool to resolve a connectivity issue while reviewing the team’s project agenda on the TeamSync dashboard.

Given the user identifies a connectivity issue while reviewing the project agenda, when they interact with the Interactive Troubleshooting Tool, then they receive targeted solutions to resolve the connectivity problem quickly.

Customizing the appearance and layout of the Interactive Troubleshooting Tool to match the overall aesthetics of the TeamSync dashboard.

Given the design specifications of the TeamSync dashboard, when the Interactive Troubleshooting Tool is activated, then its appearance and layout must visually align with the existing dashboard components and styling guidelines.

Logging the frequency of access to the Interactive Troubleshooting Tool by users to assess its effectiveness and utilization frequency.

Given the functionality of the Interactive Troubleshooting Tool is implemented, when users access the tool, then each access is logged successfully for future analysis on user engagement and tool efficacy.

The Interactive Troubleshooting Tool should provide feedback indicators after users attempt to resolve issues using the tool.

Given a user engages with the troubleshooting steps in the tool, when they complete the steps, then the tool displays a success or failure message based on the effectiveness of the issue resolution.

Feedback Loop System

A mechanism for new hires to provide feedback on their onboarding experience, allowing continuous improvement of the Smart Onboarding Assistant. This feature ensures the onboarding process grows more effective over time, adapting to the needs of new users.

Requirements

Onboarding Feedback Collection

"As a new hire, I want to provide feedback on my onboarding experience so that the company can improve the process for future employees."

Description

The Onboarding Feedback Collection is a system that allows new hires to submit their feedback regarding their onboarding experience directly within the TeamSync platform. This feature will include a user-friendly interface where employees can share their thoughts on various aspects of the onboarding process, including training materials, support received, and overall satisfaction. The collected feedback will be analyzed to identify trends and areas for improvement, ensuring that the Smart Onboarding Assistant continually evolves to meet user needs. It integrates seamlessly with existing onboarding workflows, ensuring that feedback is gathered in real-time and can be accessed by managers and HR personnel for immediate action. By establishing a robust feedback mechanism, TeamSync can ensure a continuously improving onboarding experience, making it more tailored and effective for future hires.

Acceptance Criteria

User submits feedback on their onboarding experience after completing the onboarding process within TeamSync.

Given a new hire is logged into the TeamSync platform, when they complete their onboarding, then they should see a prompt to provide feedback, including a rating scale and open text field.

Manager reviews the collected feedback on the onboarding experience to make adjustments for future new hires.

Given a manager accesses the feedback section in TeamSync, when they retrieve feedback data, then they should see organized results categorized by ratings and comments, with trends highlighted.

New hires are notified about the importance of providing feedback on their onboarding experience.

Given a new hire completes their first week, when they log into TeamSync, then they should receive a notification emphasizing the importance of onboarding feedback and guiding them on how to submit it.

New hires provide feedback on specific onboarding aspects, such as training materials and support received.

Given a new hire accesses the feedback form, when they fill out their feedback, then they should have the option to rate specific aspects of the onboarding process with defined criteria for each aspect.

Feedback responses are summarized in a report accessible to HR personnel for review.

Given HR personnel access the feedback report in TeamSync, when they generate the report, then the report should display a summary of ratings and key themes extracted from feedback comments.

Real-time analysis of feedback trends for immediate improvements in the onboarding process.

Given feedback is submitted by new hires, when the feedback form is submitted, then the system should automatically update the dashboard analytics with the latest feedback data and trends.

Automated Feedback Analysis

"As a manager, I want to automatically analyze the feedback from new hires so that I can quickly identify areas that need improvement in the onboarding process."

Description

The Automated Feedback Analysis feature will process and analyze feedback collected from new hires using natural language processing (NLP) techniques. This system categorizes feedback comments into themes such as 'content quality', 'support adequacy', and 'overall satisfaction', allowing for a quantitative assessment of the onboarding process effectiveness. By automating this analysis, TeamSync can quickly pinpoint significant issues and areas for enhancement without overwhelming HR staff with manual reviews. The insights generated will drive actionable improvements and empower managers to refine onboarding protocols based on real data and user experiences. Additionally, this feature is vital for making data-informed decisions that align with the company's commitment to continuous improvement.

Acceptance Criteria

Automated categorization of feedback comments from new hires regarding their onboarding experience.

Given feedback comments have been collected from new hires, when the Automated Feedback Analysis is triggered, then the system categorizes comments into predefined themes such as 'content quality', 'support adequacy', and 'overall satisfaction' with an accuracy of at least 90%.

Real-time generation of insights from categorized feedback for onboarding improvement.

Given categorized feedback is available, when a manager requests insights, then the system generates a report detailing the percentage distribution of comments across themes and highlights any themes with over 20% negative feedback.

Integration of the Automated Feedback Analysis with the HR dashboard.

Given the Automated Feedback Analysis feature is implemented, when the HR dashboard is accessed, then the categorized feedback insights are displayed live on the dashboard without any delays of more than 3 seconds.

User notification about feedback processing outcomes from the Automated Feedback Analysis.

Given feedback has been processed, when the analysis is complete, then all new hires receive an automated email summarizing the insights derived from their feedback within 24 hours of submission.

Continuous improvement mechanism based on feedback trends observed by the management.

Given historical feedback data is available, when the Automated Feedback Analysis is run quarterly, then the system should identify at least one actionable improvement and recommend it to management during the review meeting.

Testing the robustness of Natural Language Processing (NLP) in understanding feedback nuances.

Given a diverse set of feedback comments from new hires, when the NLP system processes these comments, then it should achieve an F1 score of at least 85% in correctly identifying sentiment and themes.

Real-time Reporting Dashboard

"As a manager, I want to see real-time reports on onboarding feedback so that I can make informed decisions about improving the onboarding process."

Description

A Real-time Reporting Dashboard will be integrated into the TeamSync platform, enabling managers and HR teams to visualize onboarding feedback trends and key performance indicators (KPIs) at a glance. This dashboard will display metrics such as the average feedback score, common themes from comments, and response rates from new hires. By having access to this visual representation of data, decision-makers can monitor the onboarding process's effectiveness in real time and make adjustments as required. The dashboard will include customizable filters to allow for different data views based on department, role, or time period, facilitating deeper insights into diverse onboarding experiences across the organization. This requirement is essential for fostering a data-driven culture that promotes continuous enhancement of onboarding processes.

Acceptance Criteria

Managers and HR teams are using the Real-time Reporting Dashboard to analyze feedback from newly onboarded employees during their first month to understand the onboarding process's effectiveness and identify areas for improvement.

Given that the dashboard is accessed by a manager, when the manager selects the time period of the last month, then the dashboard should display the average feedback score along with graphical visualizations within 2 seconds.

A team lead wants to filter onboarding feedback data by department and review the comments about the onboarding experience of new hires within their department.

Given that the dashboard is displayed, when the team lead selects a specific department filter, then the dashboard should update to show only the feedback metrics and comments relevant to that department within 3 seconds.

HR needs to identify common themes in feedback received during the onboarding process to make informed decisions about enhancing future onboarding experiences.

Given that the dashboard is in view, when HR clicks on the 'Common Themes' tab, then the system should provide a list of the top 5 themes derived from the comments in a readable format.

A manager wants to analyze the response rates of new hires to the onboarding surveys to assess engagement levels and identify potential areas of concern.

Given that the manager is on the dashboard, when the manager accesses the response rates section, then the dashboard should display the current response rate as a percentage, with historical comparison data over the previous three cohorts.

The onboarding process includes multiple stages, and HR wants to visualize feedback for each stage to improve the overall effectiveness of onboarding.

Given that HR accesses the Real-time Reporting Dashboard, when they select the filter for stages of onboarding, then the dashboard should present distinct feedback metrics for each stage, allowing for side-by-side comparison.

A manager is looking to present onboarding feedback metrics at a team meeting to discuss improvements based on recent data trends.

Given that the dashboard is up and running, when the manager downloads the metrics report, then the system should generate a formatted report containing the last three months of onboarding feedback data within 5 minutes for easy sharing during the meeting.

New hires are accessing feedback forms to provide their insights about the onboarding experience, and HR wants immediate visibility of their responses on the dashboard.

Given that a new hire submits feedback through the onboarding form, when the submission is processed, then the dashboard should reflect this new feedback entry in the metrics within 1 minute.

Feedback Acknowledgment System

"As a new hire, I want to receive acknowledgment after submitting my feedback so that I know my input is valued and will be considered for improvements."

Description

The Feedback Acknowledgment System will provide a mechanism for acknowledging new hires when they submit feedback on their onboarding process. This system will ensure that each piece of feedback is acknowledged and that employees feel heard, improving engagement and trust in the process. Notifications or automated replies will be sent to new hires expressing gratitude for their input and outlining how their feedback will be utilized for future improvements. This feature emphasizes the importance of employee voice and creates an inclusive atmosphere where feedback is valued, ultimately enhancing the entire onboarding experience and fostering a positive company culture.

Acceptance Criteria

New hire submits feedback through the onboarding portal after their first week at the company.

Given the new hire submits feedback, when the feedback is recorded, then an acknowledgment notification must be sent within 24 hours of submission, confirming receipt and expressing gratitude.

A new hire provides feedback indicating areas for improvement in the onboarding session via the feedback form.

Given the feedback indicates a need for change, when the feedback is acknowledged, then the acknowledgment message must outline at least one actionable item that will be addressed based on the feedback.

A manager reviews feedback submissions from new hires to ensure the acknowledgment system is functioning correctly.

Given the manager accesses the feedback log, when reviewing submissions, then they must see a confirmation of acknowledgment for each feedback entry listed alongside its submission date.

A new hire uses the onboarding system on a mobile device to submit their feedback on the onboarding experience.

Given the new hire submits feedback via mobile, when the submission is complete, then the acknowledgment notification must be compatible and viewable on the mobile device used.

A new hire completes the onboarding process and checks the acknowledgment of their feedback through the onboarding portal.

Given the new hire is logged into their account, when they check the feedback section, then they must see a record of their submitted feedback along with an acknowledgment of that feedback clearly displayed.

New hires receive automated responses to their feedback submissions when the feedback is sent outside of business hours.

Given a feedback submission is made after business hours, when the feedback is recorded, then the system must send an automated acknowledgment email within 5 minutes, ensuring the new hire feels acknowledged regardless of time.

A new hire wants to know how their feedback will be used to improve the onboarding process after submitting it.

Given the new hire inquires about the use of their feedback, when they receive the acknowledgment message, then it must include a brief explanation of how feedback from previous new hires has led to specific improvements in the onboarding process.

Integration with HR Management System

"As an HR manager, I want to integrate onboarding feedback with our HR management system so that we can track employee progress and historical feedback in one place."

Description

The Integration with HR Management System requirement will ensure that the feedback collected through TeamSync's onboarding process can be seamlessly linked with existing HR systems. This integration allows for better tracking of employee progress and historical feedback data, providing HR managers with a comprehensive understanding of each employee's onboarding experience. By syncing information such as onboarding feedback with employee records, HR can facilitate a more personalized onboarding journey and efficiently address any issues highlighted by new hires. This requirement will enhance the overall onboarding experience while ensuring compliance and retrieval of historical data for audits or reviews.

Acceptance Criteria

Integration of new hire feedback with the existing HR Management System upon completion of onboarding.

Given the onboarding process is completed, when the new hire submits their feedback, then the feedback should be synced with the HR Management System within 5 minutes.

Validation of feedback data completeness and accuracy after integration with HR systems.

Given that feedback data is sent to the HR Management System, when the HR manager retrieves the new hire's onboarding record, then all feedback entries should match the data submitted by the new hire without discrepancies.

User notifications for successful feedback submission and data integration status.

Given that a new hire has submitted feedback, when the feedback is successfully integrated with the HR Management System, then the new hire should receive a confirmation notification via TeamSync.

Audit trail verification for historical feedback data retention.

Given that feedback is integrated with HR, when an HR manager queries historical feedback records, then there should be an accessible audit trail showing the time and date of data entries for compliance purposes.

Error handling during the integration process.

Given that an error occurs during the integration of feedback data, when the system fails to sync the data, then the HR manager should receive an error alert with a detailed notification to take corrective action.

User-friendly interface for HR managers to access integrated feedback data.

Given that the integration is complete, when the HR manager accesses the feedback section in the HR Management System, then they should be able to view and filter new hire feedback intuitively without additional training.

Morale Insights

A comprehensive visualization tool that aggregates and displays morale metrics derived from employee surveys and feedback. This feature allows leaders to quickly gauge team sentiment and identify areas in need of support, ultimately fostering a more positive workplace culture.

Requirements

Aggregate Survey Data

"As a team leader, I want to aggregate feedback from employee surveys so that I can accurately assess team morale and address any concerns promptly."

Description

This requirement focuses on the aggregation of employee survey data from various sources, including anonymous feedback forms and morale check-ins. The system should be capable of collecting and storing data efficiently, ensuring that it remains accessible for analysis. This feature is crucial for generating a comprehensive view of team morale, helping managers identify trends over time. Key components will include data encryption for privacy and compliance, ensuring that all participant information is kept confidential, thereby promoting honest feedback. Efficient data aggregation will lead to a more informed understanding of employee sentiment, allowing leaders to respond to needs proactively and foster a supportive work environment.

Acceptance Criteria

As a manager, I want to view aggregated survey data from different sources to understand team morale over the past quarter.

Given the survey data has been collected, when I access the morale insights dashboard, then I should see a comprehensive visualization of team sentiment over the past quarter, including trends and patterns.

As an HR lead, I need to ensure that all survey data collected from anonymous feedback forms is securely stored, to comply with data privacy regulations.

Given the data collection is complete, when the data is stored, then it must be encrypted and accessible only by authorized personnel with audit trails available for compliance checks.

As a team leader, I want to analyze employee sentiment shifts in response to a recent company-wide initiative.

Given the initiative has been implemented, when I review the aggregate employee feedback collected post-initiative, then I should be able to compare it to the previous feedback data and quantify the changes in sentiment.

As a project manager, I need to quickly identify areas where team morale is low based on recent survey data to address concerns promptly.

Given the aggregated survey data is updated, when I access the morale insights dashboard, then I should see highlighted areas of low morale that require immediate attention.

As a compliance officer, I want to verify that survey responses are anonymized appropriately to protect employee identities.

Given the survey data is aggregated, when I review the data setup, then I must confirm that no identifiable information is included in the reporting, ensuring complete anonymity of participants.

As a product owner, I wish to test the system's ability to handle feedback from multiple sources simultaneously.

Given multiple surveys have been distributed, when responses from all sources are submitted, then the system should aggregate the responses in real-time without data loss.

Dynamic Visualization Dashboard

"As a team leader, I want to view morale metrics through an interactive dashboard so that I can quickly identify areas needing support within my team."

Description

The dynamic visualization dashboard requirement entails creating an intuitive user interface that displays morale metrics visually using graphs, charts, and other visualization tools. The dashboard should allow users to filter data by different parameters such as team, department, or time frame, making it easy for managers to drill down into specific areas of concern. This functionality not only provides instant insights into employee sentiment but also enhances the overall analytics capabilities of TeamSync. By incorporating features such as color-coded sentiment indicators and trend lines, leaders can identify patterns easily and make data-driven decisions that promote team well-being.

Acceptance Criteria

As a team manager, I want to access the dynamic visualization dashboard to quickly assess the overall morale of my team following a recent project completion, so I can identify any potential issues and address them proactively.

Given that the dashboard is loaded, when I select the 'Overall Morale' filter, then the dashboard should display the morale metrics using visualizations such as bar graphs and pie charts that accurately reflect the current sentiment.

As a department leader, I need to filter the morale insights by department to understand how different teams are feeling and tailor my approach to each team's needs.

Given that the dashboard is displayed, when I apply the 'Department' filter and select a specific department, then the dashboard should update to show morale metrics specific to that department only.

As a HR manager, I want to see historical trends of morale metrics over time to analyze patterns and inform future team engagement strategies.

Given that the dashboard is visible, when I select a time frame for analysis, then the visualization should update to show trend lines reflecting morale changes over the chosen period, enabling trend analysis.

As a team lead, I want to view sentiment indicators that visually represent employee feedback, helping me quickly gauge areas of concern.

Given that the dashboard is loaded, when I select the 'Sentiment Indicators' option, then the dashboard should display color-coded indicators (e.g., green for positive, yellow for neutral, red for negative) corresponding to the latest sentiment metrics.

As a product manager, I wish to utilize the dashboard for a presentation with stakeholders to highlight the well-being of teams and discuss improvement strategies.

Given that I have accessed the dashboard, when I prepare to share it in a presentation, then all visualizations should be display-ready with clear legends, titles, and labels that define the data being presented to stakeholders.

Real-Time Alerts for Morale Changes

"As a team leader, I want to receive real-time alerts for changes in team morale so that I can respond quickly to potential issues and support my team effectively."

Description

The real-time alert system requirement involves implementing notifications that alert team leaders when significant changes in employee morale metrics occur—whether positive or negative. The criteria for these alerts would need to be adjustable, allowing managers to set thresholds based on specific KPIs derived from survey data. These alerts will ensure that leaders can act swiftly when issues arise, enhancing the ability to maintain a positive workplace culture. Implementing this feature involves creating a robust backend notification system that integrates with TeamSync’s existing communication tools, enabling instantaneous alerts through email or within the app.

Acceptance Criteria

Team Leader Receives Alert for Positive Change in Morale

Given an employee morale survey is conducted, When the morale metric increases above the defined positive threshold, Then the team leader receives an instant alert via the TeamSync app and email.

Team Leader Receives Alert for Negative Change in Morale

Given an employee morale survey is conducted, When the morale metric decreases below the defined negative threshold, Then the team leader receives an instant alert via the TeamSync app and email.

Customization of Alert Thresholds by Team Leaders

Given a team leader accesses the morale insights dashboard, When they adjust the threshold settings for alerts based on specific KPIs, Then the new settings are saved and will trigger alerts accordingly.

Integration with Existing Communication Tools

Given the integration framework within TeamSync, When a morale alert is triggered, Then the alert is sent through selected channels including email and Slack as per the team leader's configurations.

System Reliability and Performance Under Load

Given multiple morale surveys conducted simultaneously across teams, When a significant change in morale metrics occurs, Then the alerting system must deliver notifications to the team leaders within 2 minutes with no performance degradation.

User Feedback on Alert Relevance and Effectiveness

Given team leaders receive alerts, When they provide feedback on the relevancy and helpfulness of the alerts, Then at least 80% of feedback should indicate that the alerts are timely and actionable.

Customizable Feedback Surveys

"As a team leader, I want to customize feedback surveys to gather specific insights on team morale so that I can address the unique needs of my team effectively."

Description

This requirement allows for the creation of customizable feedback surveys that can be tailored to address specific team concerns or objectives. The capability to design surveys with varied question types—including multiple choice, rating scales, or open-ended questions—will empower leaders to gather detailed insights into team morale and satisfaction. Additionally, the flexibility to schedule these surveys periodically ensures ongoing assessment and engagement with employees. This feature will also include analytics tools to review results efficiently and make necessary adjustments, enhancing the responsiveness and relevance of team morale initiatives.

Acceptance Criteria

Creating a customizable feedback survey for the team to assess morale after a major project completion.

Given the admin accesses the survey creation tool, When they select question types and input questions for the survey, Then the system should allow them to save and preview the survey before scheduling.

Admin scheduling a recurring feedback survey to gather insights on team morale every quarter.

Given the admin has created a feedback survey, When they navigate to the scheduling options, Then they should be able to set the survey to repeat automatically every three months and receive confirmation of the schedule.

Leaders reviewing responses to a recently conducted feedback survey to make data-driven morale improvement decisions.

Given the feedback survey has been completed, When the leader accesses the analytics dashboard, Then they should see a summary of responses, including average ratings and trends over time, for detailed analysis.

Team members submitting responses to an open-ended question in a feedback survey on managing workload effectively.

Given a team member opens the survey link, When they select the open-ended question that requires them to provide feedback, Then their response should be collected and stored securely within the system for analysis.

Admin customizing question types in a feedback survey to include both quantitative (rating scales) and qualitative (open-ended) questions.

Given the admin is designing the feedback survey, When they choose from available question types, Then they should be able to include a mix of multiple choice, rating scales, and open-ended questions within a single survey.

Notifications being sent to team leaders after survey completion with a summary of key findings.

Given the feedback survey has been completed, When the results are processed, Then an automatic notification should be sent to the respective team leaders containing a summary of the findings and suggested actions.

Historical survey data being accessible for comparison against recent survey results to track morale changes over time.

Given the admin accesses the analytics feature, When they select historical data option, Then they should be able to view past survey results alongside the current survey outcomes to identify trends in team morale.

Integration with Other Tools

"As a team leader, I want the morale insights feature to integrate with existing tools so that I can gather a holistic view of team sentiment across different platforms."

Description

The integration requirement focuses on ensuring that the morale insights feature works seamlessly with other tools used within TeamSync, such as shared calendars, project management tools, and communication platforms. This integration will enhance user experience by allowing for effortless data sharing and communication regarding team morale insights. Additionally, by utilizing APIs and ensuring compatibility with external tools, managers can pull in data from third-party applications, enriching the overall analysis of team morale. A robust integration strategy will lead to comprehensive insights while fostering a culture of collaboration and transparency within the team.

Acceptance Criteria

User integration with external project management tools.

Given a user has linked their project management tool account, when they navigate to the Morale Insights dashboard, then the user can see project-related morale metrics aggregated from the external tool.

Automatic updates of morale insights metrics from external tools.

Given an external tool has been integrated, when new survey data is collected, then the morale insights should refresh automatically to reflect the latest data without requiring manual intervention.

Accessing morale metrics from shared calendars.

Given a user has access to shared calendars, when viewing the Morale Insights section, then the user can see morale trends related to specific time frames indicated in the calendar events.

Compatibility with communication platforms like Slack.

Given a user has authorized integration with Slack, when a team morale report is generated, then users should receive a summary notification in their designated Slack channel.

Data visualization of aggregated feedback from multiple tools.

Given that multiple feedback sources (surveys, external tools) are integrated, when accessing the Morale Insights dashboard, then the user can view a comprehensive visualization that includes data from all sources.

User training to facilitate tool integration.

Given that the Morale Insights feature is ready for use, when users first access the feature, then they should be guided through a setup tutorial that explains how to integrate other tools.

Productivity Heatmap

An interactive heatmap that highlights periods of peak productivity across the team, based on task completion rates and active engagement levels. This feature enables managers to allocate resources effectively and schedule meetings or collaborative sessions during high-performance windows.

Requirements

Interactive Heatmap Visualization

"As a team manager, I want to see an interactive heatmap of my team's productivity so that I can identify the best times for collaboration and allocate resources effectively during peak performance periods."

Description

The Productivity Heatmap feature must provide an intuitive and interactive visual representation of team productivity over a specified time frame. This heatmap will highlight periods of high and low productivity based on quantitative data collected from task completion rates and active engagement metrics. Users will be able to zoom in for detailed views by days or weeks, facilitating deeper insights into performance patterns. Integration with existing task management systems will ensure that the data is accurate and real-time, enabling managers to make informed decisions regarding team activities. The heatmap should allow filtering options to view productivity across different teams or projects, thereby enhancing strategic resource allocation.

Acceptance Criteria

User Interaction with the Productivity Heatmap for the First Time

Given a user with administrative privileges, when they access the Productivity Heatmap for the first time, then they should see a visual representation of productivity data for the past month with distinct color-coded peaks and troughs indicating high and low productivity periods.

Zoom Functionality within the Heatmap

Given a user viewing the Productivity Heatmap, when they utilize the zoom feature to focus on a specific week, then the heatmap should update to show detailed productivity metrics for each day within that week.

Real-Time Data Integration from Task Management Systems

Given integration with existing task management systems, when a user views the Productivity Heatmap, then the data should reflect real-time task completion rates and engagement levels without any noticeable delay.

Filtering Options for Team and Project Insights

Given a team manager using the Productivity Heatmap, when they apply filters to view productivity data for a specific project, then the heatmap should accurately display metrics relevant only to that project, allowing for effective resource allocation.

Accessibility Features in Heatmap Visualization

Given that inclusivity is a priority, when any user interacts with the Productivity Heatmap, then the visualization should comply with accessibility standards, including color contrast and alternative text descriptions for users with disabilities.

User Feedback on Heatmap Usability

Given a sample of users who regularly utilize the Productivity Heatmap, when they are asked to provide feedback on its usability, then at least 80% should report that the heatmap is intuitive and enhances their understanding of team productivity.

Historical Data Review for Performance Trends

Given a long-term user of TeamSync, when they access the heatmap to review data over the past six months, then they should be able to identify trends in productivity, including any seasonal or project-based cycles.

Data Integration with Task Management Tools

"As a team manager, I want to integrate the heatmap feature with my existing task management tools so that I can automatically track productivity without additional manual effort."

Description

To ensure the Productivity Heatmap is effective, it must integrate seamlessly with popular task management tools such as Asana, Trello, and Jira. This integration will allow for automatic data pull regarding task completion rates and engagement levels, minimizing manual input and potential errors. The data collected should be analyzed in real-time to reflect accurate productivity metrics on the heatmap. Additionally, the system should allow users to customize integration settings according to their specific workflow preferences, ensuring flexibility and relevance of the information displayed.

Acceptance Criteria

Integration with Task Management Tools is Successfully Established.

Given a user has configured their preferred task management tools (Asana, Trello, Jira), When the user initiates integration, Then data regarding task completion rates and engagement levels is automatically pulled into the Productivity Heatmap without manual input or errors.

Real-Time Data Analysis for Productivity Metrics.

Given that the task management tools are integrated and data is flowing, When the user accesses the Productivity Heatmap, Then it displays accurate and up-to-date productivity metrics based on real-time analysis of the collected data.

Customization of Integration Settings by the User.

Given the user accesses the integration settings, When they modify the customization options for data pull frequency and selected metrics, Then the changes are saved and reflected in the data displayed on the Productivity Heatmap immediately.

Productivity Heatmap Reflects Accurate Peak Productivity Periods.

Given that historical data has been integrated, When the user reviews the Productivity Heatmap, Then it highlights the correct periods of peak productivity based on task completion rates and engagement levels.

Error Handling for Integration Failures.

Given that there is a failure in connecting with one of the task management tools, When the user attempts to integrate, Then a clear error message is displayed, explaining the issue and suggesting corrective actions.

User Experience with the Productivity Heatmap for Data Visualization.

Given the user accesses the Productivity Heatmap, When the user interacts with the heatmap visuals, Then they can easily identify peak productivity times and drill down for detailed task completion metrics.

Customizable Timeframes

"As a team manager, I want to customize the timeframe of the heatmap so that I can analyze productivity trends relevant to my specific reporting needs and adjust my team’s workflow accordingly."

Description

The heatmap should allow users to customize the timeframes for productivity analysis, enabling them to set specific periods such as daily, weekly, or monthly views. This functionality will accommodate varied reporting needs and preferences across different teams or projects. Users should be able to easily select their desired timeframe and generate a corresponding heatmap that reflects productivity trends specific to that period. This will assist managers in understanding productivity fluctuations and making necessary adjustments to their plans or schedules depending on team performance.

Acceptance Criteria

User selects a customizable timeframe for productivity analysis in TeamSync's heatmap feature.

Given that a user is on the Productivity Heatmap page, when they select 'Weekly' from the timeframe dropdown and click 'Generate', then the heatmap should update to display productivity data for the last week.

User wants to switch between different timeframe views for better insights on productivity patterns.

Given that a user is on the Productivity Heatmap page, when they switch the timeframe from 'Daily' to 'Monthly' and generate the heatmap, then the heatmap must reflect productivity trends for the last month accurately.

User aims to analyze productivity data over a specific selection of dates in the heatmap.

Given that a user chooses the 'Custom Date Range' option, when they input a start date of '2024-11-01' and an end date of '2024-11-07', then the heatmap should display the productivity data only for the specified dates.

Manager needs to save a customized timeframe view for future reference.

Given that a manager is viewing the Productivity Heatmap with a custom timeframe selected, when they click 'Save View' and name it 'Weekly Analysis', then this view should be accessible in the saved views dropdown for future use.

User tests the functionality of generating the heatmap with no data available for the selected timeframe.

Given that a user selects a timeframe with no recorded productivity data, when they click 'Generate', then the system should display a message indicating 'No data available for the selected timeframe.'

User requires guidance on how to utilize the customizable timeframe feature effectively.

Given that a user is on the Productivity Heatmap page, when they click on the 'Help' icon, then a tooltip should appear explaining how to customize the timeframe and its effects on the heatmap results.

User wants to compare productivity data across different timeframes.

Given that a user generates a heatmap for 'Weekly' and then for 'Monthly', when they view both heatmaps side by side, then they should be able to visually compare performance differences in each timeframe.

Performance Analytics Dashboard

"As a team manager, I want a performance analytics dashboard linked to the heatmap so that I can easily access deeper insights into my team's productivity and identify areas for improvement."

Description

A dashboard dedicated to performance analytics must be developed to complement the heatmap feature. This dashboard will provide additional contextual data, such as average task completion times, engagement levels, and comparisons against set productivity targets. Users will access this analysis alongside the heatmap to gain a comprehensive view of team performance and to identify areas needing improvement. This integration aims to equip managers with actionable insights that can drive strategic changes in workflows.

Acceptance Criteria

Accessing the Performance Analytics Dashboard from the main navigation menu.

Given a user is logged in to TeamSync, when they navigate to the main menu and select 'Performance Analytics Dashboard', then the dashboard should load within 3 seconds and display the heatmap and associated analytics.

Viewing average task completion times over a selected timeframe.

Given a user is on the Performance Analytics Dashboard, when they select a date range from the last 30 days, then the average task completion time should be calculated and displayed accurately in the designated section of the dashboard.

Comparing team engagement levels against set productivity targets.

Given a user is on the Performance Analytics Dashboard, when they view the engagement metrics, then the dashboard should show a visual comparison of actual engagement levels versus set targets, with clear indicators for underperformance areas.

Filtering analytics data by team member.

Given a user is on the Performance Analytics Dashboard, when they apply a filter to view analytics for a specific team member, then the dashboard should refresh and display only the data pertaining to that team member within 2 seconds.

Exporting analytics data for reports.

Given a user is on the Performance Analytics Dashboard, when they click the 'Export' button, then the dashboard should generate a downloadable report in CSV format that includes all visible analytics data without errors.

Receiving notifications for performance anomalies.

Given a user has subscribed to performance notifications, when the analytics detect an anomaly (e.g., a significant drop in productivity), then the user should receive an email notification within 5 minutes of the detection.

Integrating the analytics dashboard with Google Workspace calendar.

Given a user is accessing the Performance Analytics Dashboard, when they integrate with their Google Workspace calendar, then they should be able to view their scheduled meetings during peak productivity periods in a consolidated view on the dashboard.

User Access Control

"As a team manager, I want to set user access controls for the heatmap data so that only authorized team members can view sensitive productivity information while promoting transparency among the team."

Description

There must be robust user access control for the Productivity Heatmap feature. This will enable managers to define who within the team can view or interact with the heatmap data. The access control settings should be customizable to ensure that sensitive productivity data is visible only to authorized personnel. By implementing role-based access controls, the system will enhance security while fostering a culture of transparency where team members can access shared insights, allowing for more collaborative discussions on productivity improvements.

Acceptance Criteria

User Role-Based Access Control for Heatmap Data Viewing

Given a manager has logged into TeamSync, When they access the Productivity Heatmap settings, Then they should be able to assign and restrict access to the heatmap data based on user roles.

Verification of Access Control Configuration

Given a manager configures user access settings for the Productivity Heatmap, When they save the settings, Then the system should confirm that access controls have been successfully applied and are functional.

User Access Restriction Based on Role

Given a team member with restricted access attempts to view the Productivity Heatmap, When they try to access the feature, Then they should see a message indicating insufficient permissions to view the data.

Audit Trail for Access Control Changes

Given a change has been made to user access settings for the Productivity Heatmap, When the manager retrieves the audit log, Then the system should provide a record of the changes made, including timestamps and the user who made the changes.

Real-time Updates on User Access Changes

Given a manager modifies user access roles for the Productivity Heatmap, When they make these changes, Then the heatmap should reflect real-time updates to user permissions across the platform for all relevant sessions.

User Experience Testing for Access Control Interface

Given a user is interacting with the access control settings for the Productivity Heatmap, When they attempt to modify permissions, Then the interface should be intuitive and guide them through the process without confusion.

Performance Metrics on Access Control Effectiveness

Given that user access controls have been implemented, When the effectiveness of the controls is evaluated, Then there should be a measurable decline in unauthorized access attempts to the heatmap data within the first month of implementation.

Engagement Tracker

A real-time engagement tracker that monitors team participation in meetings, collaboration tasks, and project updates. By providing insights into engagement levels, this feature empowers leaders to implement strategies that increase involvement and boost team dynamics.

Requirements

Real-Time Analytics Dashboard

"As a team leader, I want to view real-time engagement statistics in a dashboard so that I can identify areas where my team may need more support and improve overall participation."

Description

This requirement involves creating a real-time analytics dashboard that presents user engagement statistics, trends, and patterns derived from meetings, collaboration tasks, and project updates. This dashboard will provide leaders with actionable insights into team participation levels, enabling them to identify engagement bottlenecks and recognize high-performing participants. Integrating this dashboard into the existing TeamSync platform will enhance visibility into team dynamics and foster proactive engagement strategies, ultimately leading to improved collaboration and productivity within teams.

Acceptance Criteria

User accesses the Real-Time Analytics Dashboard after a weekly project meeting to review engagement data and participation levels.

Given the user is logged into TeamSync, When they navigate to the Analytics Dashboard, Then they should see real-time engagement statistics for the past meeting including participation rates and individual contributions.

The manager wants to identify trends in engagement over the past month for a specific project using the Real-Time Analytics Dashboard.

Given the manager selects the past month’s data range in the Analytics Dashboard, When the dashboard refreshes, Then it should display a trend chart showing engagement levels across different projects with key insights highlighted.

Team leads are conducting a review of the engagement reports and want to export the engagement statistics for further analysis.

Given that the user is on the Analytics Dashboard, When they click the export button, Then a downloadable CSV file containing the engagement statistics should be generated without errors.

A user notices variability in engagement across different departments and wants to analyze this difference using the dashboard.

Given the user filters the engagement data by department in the Analytics Dashboard, When they apply the filter, Then the dashboard should update to reflect engagement statistics specific to the selected department with clear visual indicators.

The management team discusses engagement strategies based on the insights derived from the Real-Time Analytics Dashboard.

Given the management team is reviewing the dashboard data in a meeting, When they identify a department with low engagement, Then they should be able to obtain actionable insights and recommendations generated by the dashboard for increasing participation.

An administrator needs to configure alert settings for low engagement alerts within the dashboard.

Given the administrator is in the settings of the Analytics Dashboard, When they enable low engagement alerts, Then they should receive notifications whenever a specified threshold of engagement is not met for any team member or meeting.

Automated Engagement Reports

"As a project manager, I want to receive automated reports on team engagement so that I can stay informed about my team's dynamics and adjust strategies as necessary without spending hours collecting data myself."

Description

This requirement outlines the need for an automated reporting system that compiles engagement data into weekly or monthly summaries. These reports will include metrics on attendance, participation levels in various tasks, and feedback from meetings. By automating this process, TeamSync will allow leaders to easily track engagement trends over time without manually extracting data, saving time and ensuring that they have timely access to performance information that can inform decision-making and strategy development.

Acceptance Criteria

Team leaders need to generate automated weekly engagement reports to review participation levels and identify trends within their teams during their regular strategy meetings.

Given an engagement tracker is implemented, when the team leader requests a weekly report, then the system should generate a report that includes metrics on attendance, participation levels, and feedback from all meetings for the week with no manual extraction of data required.

A manager wants to present the monthly engagement summary to the executive team, ensuring the report is clear and contains actionable insights based on participation trends.

Given the automated engagement reporting system, when the manager accesses the monthly report, then the report must visually represent data through graphs and tables to highlight key performance metrics like attendance and participation rates over the month.

During a project review meeting, stakeholders require insight into team members' participation trends to address areas needing improvement.

Given the automated engagement reports are available, when stakeholders review the engagement trend report, then they should be able to drill down into specific tasks and meetings to assess individual team member involvement over a specified period.

Users want to be notified when their automated engagement reports are ready to review to ensure timely access to the information.

Given that the automated reporting feature is active, when the reports are generated, then all relevant users should receive an email notification with a summary and a link to access the full report within 15 minutes of the reports being created.

Team leaders need assurance that the automated reports accurately reflect the team's engagement data for decision-making processes.

Given the engagement data is collected in real-time, when the weekly report is generated, then it must match the actual recorded data from the engagement tracker to verify the accuracy of the metrics presented in the report.

A team member wants to view their personal engagement statistics for self-assessment and improvement purposes.

Given the automated engagement tracking system is in place, when a team member accesses their personal dashboard, then they should be able to view their individual participation metrics and feedback from meetings over time to help identify their strengths and weaknesses in engagement.

The leadership team wishes to analyze historical engagement data to identify long-term trends in team dynamics and collaboration.

Given that historical engagement data is stored within the system, when the leadership team accesses the historical engagement reports, then they should be able to retrieve and analyze data for any selected time frame with filtering options for different metrics.

Custom Engagement Alerts

"As a team manager, I want to set custom alerts for low engagement levels so that I can quickly intervene and encourage my team to participate more actively before issues escalate."

Description

This requirement involves implementing a customizable alert system that notifies managers when engagement metrics fall below a predetermined threshold. By allowing leaders to set specific criteria for engagement alerts, this feature helps to address potential challenges proactively. Managers can be notified via email or push notifications when certain metrics dip, enabling them to take swift action to enhance participation and collaboration within the team.

Acceptance Criteria

Custom Engagement Alerts for Low Meeting Participation

Given a manager sets a threshold of 50% participation for meetings, when the engagement level drops below this threshold, then the system should send a push notification to the manager's mobile device and an email alert within 10 minutes of the meeting conclusion.

Custom Engagement Alerts for Task Collaboration

Given a manager defines a collaboration task engagement threshold of 40% active contributions, when the engagement percentage falls below this threshold over a 7-day period, then the system should generate an alert and log this event in the manager's dashboard.

Custom Engagement Alerts for Project Update Participation

Given a manager establishes a 30% engagement threshold for project updates, when the engagement level is below this threshold for three consecutive updates, then the system should notify the manager via email with suggestions for improvement strategies.

Admin Management of Engagement Alert Criteria

Given an admin user, when they access the engagement alert settings, then they should be able to view, modify, and save the thresholds for meeting participation, task collaboration, and project update engagement alerts without any errors.

Historical Engagement Metrics Tracking

Given that engagement metrics have been recorded, when the manager reviews the historical engagement report, then they should be able to see the trends and alerts issued for engagement levels over the last 30 days.

User-Friendly Alert Configuration Interface

Given a manager accesses the notification settings for engagement alerts, when they attempt to configure their alert preferences, then the interface should provide clear options and guide them through the setup process intuitively.

Delivery of Engagement Alerts Across Multiple Channels

Given a manager configures their engagement alerts to be sent via both email and push notifications, when the specified engagement threshold is breached, then the system must successfully send alerts to both channels simultaneously within the specified timeframe.

Integration with Third-Party Tools

"As a user, I want TeamSync to integrate with my other collaboration tools so that I can have a unified view of my team's engagement regardless of where tasks are being tracked."

Description

This requirement necessitates the integration of the Engagement Tracker with various third-party applications that teams commonly use, like project management tools (e.g., Trello, Asana) and communication platforms (e.g., Slack). This integration will enable data sharing between these platforms and TeamSync, allowing for a more comprehensive view of team engagement across different tools. By integrating external applications, TeamSync can become a central hub for collaboration metrics and foster seamless user experiences across platforms.

Acceptance Criteria

Integration of Engagement Tracker with Trello for task updates and user engagement metrics.

Given that the Engagement Tracker is integrated with Trello, when a team member updates a task status in Trello, then the Engagement Tracker should reflect this update in real-time, showing the user's engagement level.

Integration of Engagement Tracker with Slack for real-time communication and engagement insights.

Given that the Engagement Tracker is integrated with Slack, when a team member sends a message related to a project in a specific channel, then the Engagement Tracker should capture the message and log it as part of the user's engagement metrics for that project.

Integration of Engagement Tracker with Asana to monitor project engagement metrics from multiple platforms.

Given that the Engagement Tracker is integrated with Asana, when a project is updated or a new task is created in Asana, then the Engagement Tracker should automatically update to include this information and reflect user engagement metrics accordingly.

Unified dashboard in TeamSync displaying engagement metrics aggregated from all third-party integrations.

Given the Engagement Tracker integrates with multiple third-party tools, when accessing the Engagement Tracker dashboard, then users should see a consolidated view of engagement metrics from Trello, Slack, and Asana in real-time.

User privacy and data security during integration with third-party tools like Trello and Slack.

Given the Engagement Tracker is integrated with third-party tools, then all user data shared between TeamSync and those tools must comply with data protection regulations such as GDPR and CCPA without exposing sensitive information.

Providing team leaders with analytics and reports from integrated tools to enhance team engagement.

Given that the Engagement Tracker integrates with external tools, when a team leader requests an engagement report, then the system should generate a comprehensive report that analyzes user participation and sends it via email or notification within TeamSync.

Seamless user experience when switching between TeamSync and integrated third-party platforms.

Given the Engagement Tracker is integrated with various third-party applications, when a user navigates between TeamSync and those applications, then the user experience should be seamless, requiring no additional login or setup for accessing engagement data.

Interactive Feedback Mechanism

"As a team member, I want to provide feedback on meetings and tasks immediately so that my input can be considered in future engagements and to help improve our collaboration practices."

Description

This requirement focuses on developing an interactive mechanism for collecting real-time feedback from team members regarding meetings, tasks, and collaboration efforts. This feature can include simple surveys or polls that can be deployed immediately following meetings or project milestones. By facilitating a structured way to gather feedback, TeamSync empowers teams to voice their engagement and satisfaction levels, which can drive enhancement initiatives and make team members feel more valued.

Acceptance Criteria

Team members receive a prompt for feedback immediately after a scheduled meeting ends.

Given that the meeting has concluded, when the feedback prompt appears, then at least 80% of participants can access and submit their feedback within 5 minutes.

Feedback results are compiled and displayed to team leaders for review after a meeting.

Given the feedback submissions, when the team leader views the report, then the leader should see a summary of all responses categorized by question within 2 hours of feedback collection.

Survey questions can be customized by the team leader before the meeting to address specific topics.

Given the customization needs, when the team leader edits the survey questions, then all changes should save automatically and be visible to participants immediately after the meeting.

Team members receive a notification about their feedback being successfully submitted.

Given that a team member submits their feedback, when the submission is complete, then the team member receives a confirmation message within 1 minute.

The feedback mechanism integrates seamlessly with existing communication tools like Slack.

Given that a team member submits feedback via the mechanism, when the feedback is submitted, then a notification should be sent to the designated Slack channel in real-time.

Team leaders can generate reports based on feedback trends over time.

Given the feedback collected over multiple meetings, when the leader requests a report, then a summary report outlining trends, averages, and participant engagement levels should be generated within 24 hours.

Team members are able to provide anonymous feedback if they choose.

Given the feedback form, when a team member selects the option for anonymity, then their feedback should be submitted without any identifying information being attached, maintaining confidentiality during collection.

Feedback Loop Analyzer

An analytical tool that synthesizes feedback collected through various channels, such as polls and surveys, to present key themes and areas for improvement. This feature equips managers with actionable insights to enhance team processes and address concerns proactively.

Requirements

Data Synthesis Engine

"As a team manager, I want to analyze feedback collected from my team, so that I can identify key themes and areas for improvement to enhance our processes and address any concerns proactively."

Description

The Data Synthesis Engine is designed to aggregate and analyze feedback from various sources, including polls, surveys, and direct comments from team members. This requirement aims to provide a holistic view of team sentiments and areas for improvement. By utilizing advanced analytics, it will categorize feedback into insightful themes and actionable insights, facilitating data-driven decision-making for managers. This capability empowers leaders to proactively address team concerns and refine processes, ultimately enhancing team dynamics and productivity. The integration with existing tools within TeamSync will ensure seamless data flow and improved user experience for both team members and managers.

Acceptance Criteria

Team managers initiate feedback collection using various channels including polls and surveys after a sprint to evaluate team dynamics and gather team sentiments on workflow processes.

Given that feedback has been collected from at least 75% of the team members via polls and surveys, when the Data Synthesis Engine processes this feedback, then it should categorize the insights into at least three distinct themes and provide actionable recommendations for improvement.

A manager wants to review synthesized feedback themes after a quarterly review meeting to make informed decisions about team enhancements.

Given that feedback from at least two sources (e.g. polls and direct comments) is available, when the manager accesses the Feedback Loop Analyzer, then the output should display categorized feedback themes along with priority levels based on frequency and urgency of comments.

A team member submits a comment regarding a process inefficiency through the TeamSync platform, expecting it to be reflected in the next data synthesis cycle.

Given a team member submits feedback through the direct comments channel, when the Data Synthesis Engine runs its synthesis cycle, then that feedback should be included in the insights report generated for managers within 24 hours of submission.

After implementing changes based on feedback syntheses, the team needs to evaluate the effectiveness of the changes during the next feedback collection round.

Given that changes have been implemented, when the next feedback collection occurs, then feedback should indicate a measurable positive change (e.g. 20% improvement in satisfaction scores compared to previous cycles) regarding the addressed theme.

A manager utilizes the Data Synthesis Engine to parse feedback prior to a strategic planning session to ensure all insights are considered.

Given that strategic planning is scheduled, when the manager pulls up the synthesized feedback report, then the report should include insights categorized by team sentiment and clearly highlight areas needing attention or improvement.

The Data Synthesis Engine is integrated with external tools like Slack and Google Workspace for seamless feedback collection.

Given that integration is complete, when a team member submits feedback through Slack, then the Data Synthesis Engine should automatically capture and categorize this feedback without manual input.

Automated Reporting Dashboard

"As a team manager, I want an automated dashboard that visualizes my team's feedback insights, so that I can quickly understand areas that need attention without having to sift through raw data."

Description

The Automated Reporting Dashboard will provide real-time visualizations of feedback themes and insights generated by the Data Synthesis Engine. This requirement focuses on creating a user-friendly interface where managers can easily access and interpret analytics without needing advanced technical skills. It will feature customizable report templates and visualization options that cater to various managerial needs. By having immediate access to actionable insights, managers can make informed strategic decisions swiftly. The dashboard will also offer export options for presentations or further analysis, ensuring that insights are easily shareable within the organization.

Acceptance Criteria

Dashboard User Access and Navigation Efficiency

Given a manager logs into TeamSync, when they navigate to the Automated Reporting Dashboard, then they should be able to access the dashboard within 3 clicks and under 5 seconds, ensuring efficient login and usability.

Customization of Report Templates

Given a manager uses the Automated Reporting Dashboard, when they select a report template to customize, then they should be able to modify at least 3 key elements (e.g., title, visual type, date range) and save the customized template successfully.

Visualization of Feedback Themes

Given a manager is viewing the feedback data on the dashboard, when they apply different filters to the visualization options, then they should see an immediate update in the displayed data corresponding to their filter selections, confirming responsiveness.

Exporting Reports for Presentations

Given a manager finishes analyzing a report on the dashboard, when they choose to export the report, then they should be able to download the report in at least two formats (PDF and Excel) without errors.

Real-time Data Update Visualization

Given that new feedback data has been collected, when a manager views the Automated Reporting Dashboard, then the visuals and insights should refresh automatically within 5 minutes to reflect the latest data.

Accessible Help and Documentation

Given a manager is using the Automated Reporting Dashboard, when they click on the help icon, then they should be directed to a user guide that outlines at least 5 key features of the dashboard.

User Training and Support Feedback

Given that the Automated Reporting Dashboard has been implemented, when a training session is conducted for managers, then at least 80% of participants should report feeling confident in using the dashboard based on post-training surveys.

Feedback Collection Framework

"As a team member, I want to provide feedback through various channels, so that I can share my insights in a way that feels comfortable and relevant to me."

Description

The Feedback Collection Framework will incorporate multiple channels for gathering team feedback, such as surveys, polls, and anonymous suggestion boxes. This requirement ensures variety and flexibility in how feedback can be provided, increasing engagement from team members. The framework should allow for customized questions and adaptable formats to suit different themes or projects, ensuring that relevant data is collected. By enhancing the methods of feedback collection, TeamSync can ensure diverse participation and richer insights, ultimately leading to a more responsive team environment.

Acceptance Criteria

As a project manager using TeamSync, I want to create a survey with customizable questions that can be distributed to my team to gather feedback on a recent project.

Given the feedback collection framework has been implemented, When I create a survey with at least five customizable questions, Then the survey should be successfully saved and distributed without errors.

As a team member, I want to receive a notification when a new feedback poll is available so that I can provide my input promptly.

Given a new feedback poll has been created, When the poll is published, Then all team members should receive a notification within 30 seconds via TeamSync.

As a manager reviewing feedback results, I want to filter responses from my team by sentiment (positive, negative, neutral) to understand general trends in team satisfaction.

Given the feedback loop analyzer has been implemented, When I apply a sentiment filter to the feedback responses, Then the system should accurately categorize responses into the selected sentiment categories and display the results correctly.

As a team member, I want to submit suggestions anonymously through an anonymous suggestion box in TeamSync to ensure my feedback is candid and uninhibited.

Given the anonymous suggestion box is active, When I submit a suggestion, Then my identity should not be linked to the submission and I should receive a confirmation of receipt.

As a project manager, I want to be able to view summarized themes and trends from collected feedback so that I can address common concerns effectively.

Given the feedback loop analyzer has processed submitted feedback, When I access the feedback summary report, Then it should display key themes and trends identified from the feedback collected in the last month, enabling informed decision-making.

As a team member, I want to access past feedback polls and their results to see how my input has led to changes within the team.

Given the feedback collection framework is in place, When I view the history of feedback polls, Then I should be able to see the results of at least the last three polls along with any subsequent actions taken as a result of the feedback provided.

Real-Time Sentiment Analysis

"As a team manager, I want real-time sentiment analysis on feedback, so that I can proactively address any negative trends and reinforce positive sentiments before they escalate or diminish."

Description

The Real-Time Sentiment Analysis feature will use natural language processing (NLP) to evaluate feedback as it is collected, providing an immediate understanding of team sentiment. This requirement aims to flag urgent concerns or positive trends as they emerge, allowing managers to respond quickly. By integrating sentiment analysis with the feedback collection framework, managers gain ongoing insights rather than waiting for periodical reviews. This proactive approach supports a dynamic and responsive team culture.

Acceptance Criteria

Real-time sentiment analysis during ongoing team meetings.

Given participants are providing feedback through a chat feature during a meeting, When the feedback is submitted, Then the sentiment analysis tool should immediately classify the sentiment as positive, negative, or neutral, updating the dashboard in real-time.

Integration with feedback collection channels such as polls or surveys.

Given a poll is distributed to team members, When responses are submitted, Then the sentiment analysis should process the feedback and identify key trends or urgent concerns within a minute of submission.

Comparison of sentiment changes over multiple feedback cycles.

Given feedback has been collected over several weeks, When the sentiment analysis report is generated, Then it should provide comparative insights into shifts in team sentiment with visual graphs for clarity.

Notification system for urgent sentiment alerts.

Given the sentiment analysis detects a high volume of negative feedback, When this occurs, Then the system should trigger an immediate alert to the team manager via email and app notification.

User interface for viewing real-time sentiment data.

Given the manager accesses the sentiment analysis dashboard, When they view the interface, Then it should display real-time sentiment metrics including live or refreshed data within 30 seconds.

Monthly sentiment summary reports for performance reviews.

Given the end of the month arrives, When the manager requests a report, Then the sentiment analysis should generate a summary indicating overall sentiment trends and actionable items for the team.

Collecting user permissions for feedback analysis.

Given that users opt into feedback sharing, When the feedback is submitted, Then the analysis must respect user privacy settings, ensuring anonymity is maintained for those that choose it.

Feedback Prioritization Tool

"As a team manager, I want a tool that helps prioritize feedback themes based on their urgency and impact, so that I can systematically address the most critical areas needing improvement."

Description

The Feedback Prioritization Tool will assist managers in determining which feedback themes require immediate action based on urgency and impact. By integrating algorithmic assessments of collected feedback, this requirement will help in categorizing feedback into high, medium, and low priority. This feature allows for systematic addressing of feedback, enabling teams to focus on the most critical areas for improvement first. With this tool, managers can ensure efficient use of time and resources, thereby maximizing the impact of improvements made.

Acceptance Criteria

Manager reviews collected feedback themes during a weekly team meeting to prioritize which feedback needs immediate action.

Given the manager accesses the Feedback Prioritization Tool, when they view the feedback data, then they can see themes categorized as high, medium, and low priority.

After categorizing feedback, the manager wants to generate a report that summarizes the prioritized feedback themes for stakeholders.

Given the manager selects the 'Generate Report' option, when they initiate the report creation, then a downloadable report is generated that includes high, medium, and low priority feedback with relevant action points.

The manager receives feedback over a period and needs to adjust priorities based on new themes that emerge from ongoing surveys.

Given new feedback is collected, when the manager refreshes the feedback data within the tool, then the categorization of themes updates in real-time to reflect the latest insights.

Team members provide feedback through polls and surveys, and the manager uses the Feedback Prioritization Tool to analyze and prioritize the responses.

Given the feedback is submitted via polls and surveys, when the manager accesses the Feedback Prioritization Tool, then they should be able to see a statistical breakdown of prioritized feedback themes.

The manager wants to ensure that feedback themes categorized as high priority are actionable within a predefined timeframe.

Given the high-priority feedback themes, when the manager assigns tasks based on the feedback, then a task assignment should indicate the deadline and responsible team members for follow-up actions.

The feedback prioritization tool needs to maintain a historical log of changes made to the priority categorization over time.

Given any changes made to the prioritization of feedback themes, when the manager requests the history log, then the tool should display all modifications with timestamps and user details.

Task Completion Dashboard

A detailed breakdown of task completion rates and timelines, offering insights on bottlenecks and project delays. This feature helps leaders identify efficiency issues, ensuring teams remain on track and aligned with project goals.

Requirements

Real-Time Task Tracking

"As a project manager, I want to see real-time updates on task progress so that I can quickly address any delays and keep the project on track."

Description

The Real-Time Task Tracking requirement enables users to see the live progress of tasks within the Task Completion Dashboard. By integrating instant updates from team members, this feature will provide leaders with immediate visibility into ongoing work, allowing for agile responses to delays or issues as they arise. This will enhance accountability among team members and streamline communication about task statuses, ensuring that project goals are met on time. The functionality will utilize existing task management integrations to pull real-time data, highlighting key metrics like completion rates and time spent on each task, ultimately leading to more informed decision-making and resource allocation.

Acceptance Criteria

User accesses the Task Completion Dashboard to view real-time progress of their assigned tasks during a team project meeting.

Given the user has logged into TeamSync, when they navigate to the Task Completion Dashboard, then they should see live progress updates indicating the status of each task along with the time spent on them, updated at least every minute.

A team leader reviews the Task Completion Dashboard to identify bottlenecks during a project lead's monthly review call.

Given the team leader is on a video call using TeamSync, when they view the Task Completion Dashboard, then they should see visual indicators for any tasks that are overdue or at risk of delay, marked distinctly from on-track tasks.

A project manager wants to pull real-time data to assess team performance and task completion during a sprint review meeting.

Given the project manager is accessing the Task Completion Dashboard, when they filter tasks by team member and date range, then they should receive accurate metrics showing completion rates and timelines within a three-second load time.

During a team collaboration session, a team member updates their task status from 'In-Progress' to 'Completed' on the Task Completion Dashboard.

Given the team member has completed their task, when they update the status in the Task Completion Dashboard, then the dashboard must reflect this change immediately, and all relevant team members should receive a notification of this update.

The development team is analyzing task performance data at the end of the week to improve workflow for the next reporting period.

Given the team is using the Task Completion Dashboard, when they choose to export the task performance data, then the exported file should accurately reflect all metrics shown on the dashboard, formatted correctly for analysis in CSV or Excel format.

A user checks the Task Completion Dashboard to confirm that the live data reflects their actual task completion ahead of a project deadline.

Given the user has an active project deadline, when they check the dashboard, then the information on task completion must be consistent with the updates made by the user and their peers, with no discrepancies noted in visible data.

Team members discuss progress on tasks during a stand-up meeting while referencing the Task Completion Dashboard.

Given a team meeting is in session, when team members refer to the Task Completion Dashboard, then they should all see synced data that allows for real-time updates and a common understanding of project status among all participants.

Custom Reporting Tools

"As a team lead, I want to generate customized reports on task completion so that I can present relevant data to stakeholders and make informed decisions about future projects."

Description

The Custom Reporting Tools requirement will allow users to create personalized reports on task completion metrics, bottlenecks, and overall project timelines. Users will have the option to filter data based on various parameters such as teams, deadlines, and milestones. This customization will enable teams to gain insights tailored to their specific needs, helping them identify areas for improvement and celebrate successes. By integrating this feature into the existing dashboard, users can export reports in multiple formats for sharing with stakeholders, thereby enhancing communication and transparency across the organization.

Acceptance Criteria

User creates a custom report to analyze task completion metrics for a specific team over the last quarter.

Given the user has selected 'Custom Reports' from the dashboard, when they choose the team and specify the date range from the last quarter, then the report generated displays accurate task completion metrics for that period which can be further filtered by specific tasks.

A project manager attempts to export a custom report in PDF format for review by stakeholders.

Given the project manager has created a custom report, when they click on the 'Export' button and select PDF as the format, then the system successfully generates and downloads the report in PDF format without errors.

A user filters data in a custom report to display tasks completed by a specific milestone.

Given the user is viewing a custom report, when they apply the filter for a specific milestone, then only tasks associated with that milestone are displayed in the report, confirming that the filtering feature works correctly.

A team leader reviews a custom report to identify bottlenecks in project timelines.

Given the team leader has access to the custom report, when they analyze the data, then the report should visually highlight any tasks that are delayed or show extended durations, allowing for quick recognition of bottlenecks.

User tries to filter data based on both teams and deadlines in the custom reporting tool.

Given the user has selected to create a custom report, when they choose specific teams and set a deadline range, then the generated report should only include tasks that match both the team and the deadline criteria.

A user tests the responsiveness of the custom reporting interface on different screen sizes.

Given the user is accessing the custom reporting tool on various devices, when they resize the application window or rotate their device, then the report interface should adjust seamlessly without loss of functionality or clarity.

An administrator checks if users have the appropriate permissions to create custom reports.

Given an administrator views user roles in TeamSync, when they review permissions, then the system should accurately reflect which users can access the custom reporting feature based on their assigned roles.

Bottleneck Identification Alerts

"As a project manager, I want to receive alerts when tasks are bottlenecked so that I can quickly assign resources and keep the project moving forward."

Description

The Bottleneck Identification Alerts requirement offers proactive notifications to users when tasks show signs of significant delays or when resource allocation issues are detected. This feature will analyze task timelines and completion rates, generating alerts for project managers and team leads. Alerts will facilitate timely interventions, allowing managers to reassign tasks or provide additional resources to overcome identified bottlenecks. By implementing this feature, TeamSync will not only enhance productivity but will also foster a culture of continuous improvement by encouraging teams to address issues early and collaboratively.

Acceptance Criteria

Manager receives a notification when a task is overdue by at least 2 days.

Given a task with a due date that has passed by 2 days or more, When the task completion status is checked, Then the manager should receive a notification alerting them of the overdue task.

User is notified when resource allocation falls below a predefined threshold.

Given that a project requires a minimum of 3 team members assigned to a task, When the assigned members drop to 2 or fewer, Then an alert should be generated for the project manager indicating potential resource constraints.

A summary report of active bottlenecks is generated for the weekly team meeting.

Given that there are tasks showing signs of delays, When the weekly report is generated, Then it should include a list of all tasks with their respective delay durations and associated team members responsible.

Teams can view a dashboard illustrating which tasks are currently flagged as bottlenecks.

Given the task completion dashboard is accessed, When a team member views it, Then they should see all tasks flagged as bottlenecks highlighted in red with details about the delay.

Users can configure the alert settings for different projects based on urgency.

Given the user accesses the settings for bottleneck alerts, When they modify alert thresholds such as 'urgent' or 'normal', Then the system should save these preferences and apply them to future alerts for that project.

Manager can manually trigger a bottleneck alert if they notice a potential issue.

Given a scenario where a manager believes a task is nearing a bottleneck, When they manually trigger the alert function, Then the system should send out notifications to all relevant team leads for that task.

Alerts are delivered promptly through multiple channels (email, in-app notifications).

Given alerts are configured to send notifications, When a bottleneck is identified, Then the system should send alerts via both email and in-app notifications to ensure the message is received.

Interactive Timeline Visualization

"As a team member, I want to visually track the project timeline so that I can understand upcoming deadlines and manage my workload effectively."

Description

The Interactive Timeline Visualization requirement will provide users with a dynamic view of task timelines and milestones on the Task Completion Dashboard. This feature will allow users to interact with the timeline, click on tasks for detailed information, and visually gauge the health of the project at a glance. By incorporating visual elements like color-coded statuses and progress bars, it will simplify the evaluation of overall project health for managers and team members alike. This visualization will foster engagement and facilitate better tracking of deliverables, helping teams stay aligned with their deadlines.

Acceptance Criteria

As a project manager, I want to view the task timeline on the Task Completion Dashboard so that I can quickly assess the project’s progress and identify any tasks that are falling behind schedule.

Given the project manager has accessed the Task Completion Dashboard, when they view the Interactive Timeline Visualization, then the timeline should display all tasks with their respective start and end dates, color-coded according to status (e.g., on track, delayed, completed).

As a team member, I need to click on a task within the Interactive Timeline Visualization to see the detailed information so that I can understand the context and any issues related to that task.

Given a team member is viewing the Interactive Timeline Visualization, when they click on a specific task, then a modal should appear displaying the task description, assignees, deadlines, and any comments or related documents.

As a project manager, I want to see the progress bars on the tasks in the Interactive Timeline Visualization to easily gauge how much work is completed and how much is remaining.

Given the project manager is viewing the Interactive Timeline Visualization, when they observe the tasks, then each task should have a progress bar indicating completion percentage, with clear visual differentiation between completed and remaining work.

As a stakeholder, I want to access the Interactive Timeline Visualization on any device so that I can monitor project health on-the-go.

Given a stakeholder accesses the Task Completion Dashboard from a mobile or tablet device, when they open the Interactive Timeline Visualization, then the interface should be responsive and maintain usability with appropriate scaling of elements and touch-friendly interactions.

As a team lead, I want to ensure that I can filter tasks by status in the Interactive Timeline Visualization, so that I can focus on specific areas of concern such as bottlenecks or overdue tasks.

Given the team lead is using the Interactive Timeline Visualization, when they apply filters to view tasks by status (e.g., delayed, on track), then the timeline should update dynamically to only show the tasks that match the selected status filters.

As a user, I want to receive visual indicators for tasks approaching their deadlines on the Interactive Timeline Visualization, so that I can manage my time and priorities effectively.

Given a user is viewing the Interactive Timeline Visualization, when a task is within 3 days of its deadline, then the task should be highlighted with a visual indicator (e.g., a red border or warning icon) to signal urgency.

Task Dependencies Management

"As a project manager, I want to manage task dependencies so that I can avoid delays caused by tasks that are interconnected and ensure smooth project flow."

Description

The Task Dependencies Management requirement will enable users to identify and manage dependencies between tasks directly within the Task Completion Dashboard. This feature will visualize task relationships, allowing project managers to understand how delays in one task affect others. By implementing dependency mapping, users can better prioritize work and strategize resource allocation, ensuring that critical paths are maintained. This will ultimately enhance overall efficiency and prevent project delays caused by unaddressed dependencies.

Acceptance Criteria

Task Dependencies are Visualized in the Task Completion Dashboard.

Given a project with multiple tasks, when a user opens the Task Completion Dashboard, then all task dependencies should be visually represented with arrows or lines indicating relationships.

User Can Add and Remove Task Dependencies.

Given a task is selected in the dashboard, when a user adds or removes a dependency to/from another task, then the changes should be immediately reflected in the visual representation of the dependencies.

User Receives Notifications for Dependency Changes.

Given a user is working on tasks that have dependencies, when a dependency is modified, then the user should receive a real-time notification indicating the change and its potential impact on timelines.

Task Completion Rates Update with Dependency Management.

Given that tasks are linked with dependencies, when a dependent task is marked as complete, then the dashboard updates the completion rate of all related tasks accordingly.

Users Can Filter Tasks by Dependency Status.

Given the Task Completion Dashboard, when a user applies a filter for tasks with dependencies, then only tasks that have dependencies should be displayed in the dashboard.

Dependencies Do Not Allow for Task Completion Until Precedents Are Met.

Given a task with dependencies, when the user tries to mark that task as complete, then the system should prevent the action if any dependent task is not completed.

Visual Representation of Bottlenecks Due to Task Dependencies.

Given tasks with dependencies, when the Task Completion Dashboard is accessed, then any bottlenecks caused by unaddressed dependencies should be highlighted to the user with a warning indicator.

Communication Patterns Overview

A visual representation of communication dynamics within the team, showcasing interaction frequency and channels used. This feature aids in identifying any communication silos or gaps, guiding efforts to enhance collaboration and ensure all voices are heard.

Requirements

Visual Analytics Dashboard

"As a team leader, I want to easily visualize communication patterns within my team so that I can identify gaps in communication and ensure everyone is participating effectively."

Description

The Visual Analytics Dashboard requirement entails developing a dynamic interface that graphically displays communication patterns among team members. It will incorporate data visualization techniques to present interactions, frequency of communication, and channels being utilized (e.g., chat, video, etc.). This feature aims to empower managers and team members to identify trends, detect silos, and comprehend overall communication health within the team, fostering a transparent environment. The integration of real-time data will allow users to engage with both historical and current metrics, supporting proactive adjustments to improve collaboration efforts and ensure all team members' voices are effectively represented in discussions.

Acceptance Criteria

User accesses the Visual Analytics Dashboard to review communication patterns within the past week.

Given the user has access to the Visual Analytics Dashboard, when they select the past week option, then the dashboard should display a graphical representation of communication patterns summarizing interactions, frequency, and channels used within that timeframe.

Manager identifies communication silos using the dashboard's visual analytics feature.

Given the Visual Analytics Dashboard displays communication patterns, when a manager views the dashboard for a specific team, then it should highlight any team member(s) with significantly lower interaction frequency compared to others, indicating potential communication silos.

User examines real-time updates on communication metrics during a team meeting.

Given the Visual Analytics Dashboard is open, when a user views the dashboard during a team meeting, then the displayed metrics should update in real-time to reflect current interactions and channels being used in the meeting.

Team member utilizes the dashboard to assess their communication contributions.

Given the team member is logged into TeamSync, when they navigate to the Visual Analytics Dashboard, then they should see a clear breakdown of their communication frequency compared to the team average over the selected time period.

User generates a report based on historical communication data from the dashboard.

Given the user is on the Visual Analytics Dashboard, when they select the option to generate a report for historical communication data, then the system should produce a downloadable report showcasing interaction data, trends, and communication channels utilized over the selected timeframe.

User customizes dashboard settings to prioritize specific communication metrics.

Given the user has access to the customization options in the Visual Analytics Dashboard, when they change the settings to prioritize direct messages over video interactions, then the dashboard should reflect these changes and adjust its visual representation accordingly.

Manager collaborates with team members to improve communication strategies based on dashboard insights.

Given the Visual Analytics Dashboard is reviewed, when the manager discusses the insights with team members, then they should collaboratively identify at least two actionable strategies to improve communication based on identified trends and gaps.

Real-time Interaction Tracker

"As a project manager, I want to see real-time data on my team's communication channels so that I can facilitate better collaboration and catch any issues as they arise."

Description

The Real-time Interaction Tracker will enable live tracking of communication activities across various channels in TeamSync. This requirement focuses on gathering and depicting live data regarding which channels are being utilized most frequently for communication and how engaged the team members are in those channels. By integrating this feature, users can receive immediate insights into active conversations, helping in timely interventions to enhance interaction flow and address potential communication barriers. This capability will be critical for ensuring all voices are heard and that crucial updates are not missed during active discussions.

Acceptance Criteria

User accesses the Real-time Interaction Tracker during a team meeting to observe communication patterns across channels.

Given that the user is logged into TeamSync and in a meeting, when they navigate to the Real-time Interaction Tracker, then it displays live data on the frequency of interactions per channel and the engagement level of team members in real-time.

The team leader wants to identify if any communication silos exist after reviewing the Real-time Interaction Tracker data over a week.

Given that the Real-time Interaction Tracker has collected data over the past week, when the team leader reviews the summary report, then it highlights any channels with significantly less interaction compared to others, indicating potential silos.

A user needs to receive notifications about low engagement in a critical discussion channel.

Given that the Real-time Interaction Tracker is monitoring channel activities, when engagement levels in any channel drop below a pre-defined threshold during an active discussion, then the user receives an immediate notification prompting them to address the lack of engagement.

The team is using TeamSync to organize feedback sessions and wants to see if all members are participating.

Given that the Real-time Interaction Tracker tracks all communication channels, when the team finishes the feedback session, then it shows a report indicating the participation level of each member across channels used during the session.

A project manager wants to analyze the effectiveness of communication after a project wraps up using TeamSync features.

Given that a project has recently concluded, when the project manager reviews the communication patterns via the Real-time Interaction Tracker for that project duration, then the report must indicate which channels had the highest engagement and any communication gaps.

Users want to view historical data on interaction trends over time to improve future communication strategies.

Given that the Real-time Interaction Tracker has been operational for at least one month, when users request historical data, then they can view trends in interaction frequencies and engagement levels over the selected time period.

A software developer wants to ensure the Real-time Interaction Tracker is integrating smoothly with existing tools like Slack and Google Workspace.

Given that the Real-time Interaction Tracker is integrated with both Slack and Google Workspace, when users communicate through these tools, then the tracked interactions are accurately reflected and logged in the Interaction Tracker without lag or discrepancies.

Communication Frequency Reports

"As a team member, I want to receive regular reports on team communication frequency so that I can understand how often we connect and identify areas for improvement."

Description

The Communication Frequency Reports requirement involves generating periodic reports summarizing communication levels among team members over predetermined intervals (daily, weekly, monthly). These reports will analyze trends in interactions and help identify patterns of engagement or disengagement within the team. The insights gleaned from these reports are crucial for understanding how effectively the team communicates and for making data-driven decisions to enhance collaboration strategies. This feature will be integrated into TeamSync’s existing reporting tools to allow for easy access and distribution of findings to relevant stakeholders.

Acceptance Criteria

Generating Daily Communication Frequency Reports for Team Meetings

Given that the user has access to the TeamSync dashboard, when they select the option to generate a daily communication frequency report, then the system should produce a report that displays communication interactions for the last 24 hours, showing each team member’s communication activity and the channels used.

Weekly Analysis of Communication Trends

Given that the user has selected the weekly reporting interval, when they request a report, then the system should generate a summary of communication trends over the past week, including total interactions, most active channels, and team member engagement levels, clearly visualized in charts.

Monthly Communication Engagement Report Distribution

Given that the end of the month has arrived, when the user requests the monthly communication frequency report, then the system should compile and automatically send a comprehensive report to all relevant stakeholders, including analysis of engagement changes from the previous month.

Identifying Communication Gaps through Reporting

Given that reports are generated successfully, when the user reviews the collected data, then they should be able to identify any communication silos or gaps within the team based on the frequency and channel of interactions reported.

Data Visualization of Communication Patterns

Given that the communication frequency report has been generated, when the user views the report, then it should include visually appealing graphs and charts that easily illustrate communication dynamics among team members and highlight engagement patterns.

Performance Metrics Associated with Communication Reports

Given that a communication frequency report has been created, when the user reviews the metrics, then the report should include specific KPIs such as average number of interactions per team member per week and percentage of active users over the reporting period.

Integration with Existing Reporting Tools

Given that the Communication Frequency Reports feature is integrated into TeamSync, when a user generates a report, then it should seamlessly pull data from the existing reporting tools and allow for customization prior to report generation.

Privacy Settings Customization

"As a team member, I want to manage my communication privacy settings so that I can control who sees my interaction data and feel secure in my discussions."

Description

The Privacy Settings Customization requirement aims to provide users with control over what communication data is shared and how it is visualized in the Communication Patterns Overview feature. This includes options for teams to customize visibility settings, ensuring that sensitive information remains protected while still providing critical insights into communication dynamics. Developers will need to integrate sophisticated privacy controls within TeamSync that comply with data protection regulations and user preferences, thereby enhancing user trust and encouraging more open communication without fear of exposure.

Acceptance Criteria

As a user, I want to customize the visibility settings for my communication data in TeamSync so that I can control who sees my interactions and ensure that sensitive information remains private.

Given the user is on the Privacy Settings customization page, when they select to restrict visibility to 'Team Leads Only', then only users with the Team Lead role should be able to view their communication data.

As a user, I want to receive confirmation when I change my privacy settings so that I am aware of the changes to my data visibility.

Given the user modifies the privacy settings, when they submit the changes, then a confirmation message should be displayed indicating that the privacy settings have been successfully updated.

As an admin, I want to ensure that privacy settings align with data protection regulations, so that TeamSync complies with legal standards and protects user data.

Given the privacy settings have been implemented, when the system is reviewed, then it must demonstrate compliance with GDPR, CCPA, and other relevant data protection regulations.

As a user, I want to easily revert my privacy settings to default values should I feel uncomfortable with my current settings, ensuring I have an option for quick remediation.

Given the user is on the Privacy Settings page, when they click the 'Reset to Default' button, then all customized settings should revert to the default values with a notification of the reset action.

As a team manager, I want to generate a report of communication patterns that respects the privacy settings, so that I can analyze team dynamics without compromising individual privacy.

Given the manager requests the communication patterns report, when the report is generated, then it must only display data for members who have allowed their data to be visible according to the privacy settings.

As a user, I want detailed explanations of each privacy setting option available to me, so that I can make informed decisions about my data visibility.

Given the user is on the Privacy Settings page, when they hover over each privacy setting option, then a tooltip should appear providing a clear explanation of what that setting entails.

Integration with External Communication Tools

"As a team leader, I want TeamSync to integrate with other communication tools we use so that I can have a complete view of our team's interactions and streamline collaboration."

Description

The Integration with External Communication Tools requirement focuses on ensuring that TeamSync can connect with other popular platforms (e.g., Slack, Microsoft Teams) to import communication data seamlessly. This feature will enhance the Communication Patterns Overview by allowing users to visualize and analyze interactions that occur outside of TeamSync. By integrating this data, users will gain a comprehensive view of their communication landscape, facilitating better understanding and alignment within the team across all platforms used for collaboration.

Acceptance Criteria

User wants to integrate TeamSync with Slack to display communication data in the Communication Patterns Overview.

Given that the user has the necessary permissions, when the user connects TeamSync to their Slack account, then communication data should be imported successfully without any errors.

User accesses the Communication Patterns Overview after integrating with Microsoft Teams.

Given the user has integrated Microsoft Teams, when they view the Communication Patterns Overview, then it should display interactions from both TeamSync and Microsoft Teams in a combined visual representation.

A team manager wants to identify communication gaps based on the integrated data from external tools.

Given that communication data from Slack and Microsoft Teams has been integrated, when the manager analyzes the Communication Patterns Overview, then the overview should highlight communication silos and provide actionable insights into team interactions.

User attempts to integrate TeamSync with a tool that is not supported.

Given the user tries to integrate an unsupported tool, when they attempt to connect, then the system should display an error message indicating that the integration is not possible.

User needs to refresh the imported communication data in the Communication Patterns Overview.

Given that the user has previously integrated external tools, when they click the refresh button, then the system should re-import the latest communication data without requiring any re-authentication.

User reports incorrect or missing data after integration with an external tool.

Given that the user has integrated a tool and notices discrepancies in the data, when they submit a support request, then the system should log the issue and provide the user with a ticket number for follow-up.

Team member wants to understand the filter options available in the Communication Patterns Overview for the integrated tools.

Given that the user accesses the Communication Patterns Overview, when they click on the filter options, then they should see filters available for date ranges, tool types, and communication channels.

User Feedback Mechanism

"As a user, I want to provide feedback on my communication experiences within TeamSync so that I can help improve the platform and ensure it meets our team's needs."

Description

The User Feedback Mechanism requirement will enable users to provide feedback directly related to their communication experiences within TeamSync. This feature will include options for users to submit suggestions, report issues, or rate their experience regarding communication dynamics. By implementing a straightforward and intuitive feedback channel, TeamSync can gather valuable user insights to inform future product development and improve existing functionalities. This iterative enhancement approach ensures that the platform evolves based on actual user needs and fosters a culture of continuous improvement.

Acceptance Criteria

User submits feedback about the communication features after a collaboration session.

Given a user is logged into TeamSync, when they navigate to the Communication Patterns Overview and click on the 'Provide Feedback' button, then they should be presented with a form to submit their feedback including options to rate their experience on a scale of 1-5, and a text area for suggestions or issues.

User receives confirmation after submitting their feedback on communication dynamics.

Given a user has filled out the feedback form, when they click the 'Submit' button, then they should see a confirmation message indicating that their feedback has been successfully submitted and will be reviewed.

User wants to see the feedback they submitted previously regarding communication patterns.

Given a user is logged into TeamSync, when they access the 'My Feedback' section from their profile, then they should see a list of all their past feedback submissions with details of each submission date and content.

Administrator reviews submitted feedback for insights on user communication experiences.

Given an administrator is logged into the admin dashboard, when they navigate to the Feedback Review section, then they should be able to view all user feedback submissions, including metrics on average ratings and common themes in comments.

User identifies a bug in the communication tool and reports it via the feedback mechanism.

Given a user experiences a bug while using the communication feature, when they submit feedback that describes the issue along with any relevant details, then the feedback should correctly categorize as a 'Report an Issue' and notify the support team for action.

User accesses feedback analytics to check team feedback trends over time.

Given an administrator is logged into TeamSync, when they view the feedback analytics dashboard, then they should see visual representations of feedback trends including average ratings and frequency of specific feedback categories over the last quarter.

Wellness Check Metrics

A feature that incorporates wellness indicators such as stress levels and burnout rates, derived from employee feedback. By monitoring these metrics, leaders can take proactive steps to implement wellness programs and support overall team health.

Requirements

Health Metrics Dashboard

"As a team manager, I want to access a comprehensive health metrics dashboard so that I can monitor my team's well-being and proactively address stress and burnout issues."

Description

The Health Metrics Dashboard integrates various wellness indicators, including stress levels, burnout rates, and overall team sentiment, into a single, interactive dashboard. It aggregates real-time data sourced from employee feedback and surveys, facilitating quick access to insights about team well-being. This feature allows managers to visualize trends and patterns over time, enabling them to identify potential issues before they escalate. By providing comprehensive analytics, the dashboard helps in the implementation of targeted wellness programs and supports informed decision-making regarding team health initiatives. The integration with the existing TeamSync platform ensures that user experience remains seamless and fosters a culture focused on well-being and support.

Acceptance Criteria

Health Metrics Dashboard displays real-time wellness indicators for team members during a monthly wellness review meeting

Given that the manager accesses the Health Metrics Dashboard, when they select the time frame for the last month, then the dashboard should display up-to-date indicators for stress levels, burnout rates, and overall team sentiment without delays.

Managers customize the Health Metrics Dashboard to focus on specific wellness indicators relevant to their team

Given that a manager is on the customization settings page, when they select specific wellness indicators (stress levels, burnout rates), then the dashboard should update to reflect only the selected indicators for the next viewing.

The Health Metrics Dashboard aggregates feedback from employee surveys effectively

Given that multiple employees have submitted their feedback surveys, when the manager refreshes the dashboard, then it should show an aggregated average of stress levels and burnout rates based on the latest submissions.

The Health Metrics Dashboard provides a historical view of wellness metrics over time for trend analysis

Given that the manager accesses the historical data view, when they select a specific time frame (e.g., last 6 months), then the dashboard should display detailed trends and patterns of stress and burnout rates for that period.

The Health Metrics Dashboard sends notifications to managers when critical wellness thresholds are reached

Given that employee feedback indicates a rise in stress levels above the preset threshold, when the data is updated on the dashboard, then managers should receive an automatic notification alerting them of the increased levels.

Managers generate reports from the Health Metrics Dashboard for decision-making meetings

Given that a manager is viewing the dashboard, when they click on the 'Generate Report' button, then the system should create a downloadable report that includes recent wellness metrics and insights for distribution to stakeholders.

Automated Wellness Surveys

"As an employee, I want to receive regular automated surveys about my well-being so that I can share my feedback on team health and workplace satisfaction."

Description

Automated Wellness Surveys will be integrated within TeamSync to periodically assess employee stress levels and overall job satisfaction. These surveys can be tailored and scheduled to ensure regular feedback collection without overburdening users. The feature will notify employees through the platform, ensuring high participation rates and easy data collection. The collected data will be analyzed to create insights that can be incorporated into team wellness strategies and management decisions, promoting a healthy work environment. This feature not only encourages open communication within teams but also provides valuable data to drive improvements in team dynamics and morale.

Acceptance Criteria

Automated Wellness Surveys are sent to employees at scheduled intervals to monitor their stress levels and job satisfaction.

Given that the survey is scheduled, when the notification is triggered, then each employee receives the survey notification via TeamSync at the designated time and date.

Employees complete the Automated Wellness Surveys without experiencing technical difficulties or confusion.

Given the survey is accessible through TeamSync, when an employee clicks on the survey link, then they are able to complete the survey without errors and submit their responses successfully.

The system collects and analyzes survey data effectively to generate insightful reports for team leaders.

Given that at least 75% of employees complete the survey, when the data is analyzed, then actionable insights and percentage metrics regarding stress levels and job satisfaction are generated and made available to managers within 24 hours post-survey.

Team leaders use the survey insights to make informed decisions regarding employee wellness programs.

Given that managers have access to wellness insights, when they review the report, then they can identify at least two actionable items or programs to implement based on employee feedback within one week of receiving the report.

Notifications for the Automated Wellness Surveys lead to a high participation rate among employees.

Given that the survey notifications are sent, when the participation rate is calculated, then at least 80% of employees must complete the survey within the specified timeframe to be considered a success.

Survey questions are clear and relevant to employees' wellness and job satisfaction.

Given that the survey is designed, when employees rate the clarity and relevance of the questions, then at least 90% of the respondents should rate the survey questions as clear and relevant in their feedback.

TeamSync's security measures protect employee data collected through the surveys.

Given that employee data is collected, when a security audit is conducted, then it must be confirmed that all data is stored and processed in compliance with data protection regulations, ensuring confidentiality and integrity of employee responses.

Wellness Program Recommendations

"As a team leader, I want to receive recommendations for wellness programs based on our team's feedback so that I can implement effective strategies that improve overall health and productivity."

Description

The Wellness Program Recommendations feature will utilize insights gathered from the Health Metrics Dashboard and Automated Wellness Surveys to suggest tailored wellness programs for teams. By analyzing data on stress patterns, team feedback, and general morale, the system will propose targeted initiatives such as mindfulness sessions, team-building activities, and flexible work hours. This feature enhances the product’s value by ensuring that the wellness programs implemented are data-driven and relevant to the specific needs of the team, thereby increasing employee engagement and effectiveness of wellness initiatives.

Acceptance Criteria

Wellness Program Recommendations based on stress levels collected from automated wellness surveys after a specified time period of data collection.

Given an employee completes their automated wellness survey, when the data is collected over a one-month period, then the system should analyze stress levels and suggest at least three tailored wellness program recommendations.

Integration of the Wellness Program Recommendations feature with the Health Metrics Dashboard.

Given that the Health Metrics Dashboard displays real-time wellness indicators, when a user accesses the dashboard, then the Wellness Program Recommendations should be visually displayed alongside the relevant metrics.

User feedback on the relevance and effectiveness of the suggested wellness programs following implementation.

Given that a wellness program has been implemented based on the recommendations, when employees provide feedback through a follow-up survey, then at least 75% of respondents must indicate that the program was relevant and effective.

Analyzing the general morale of the team before and after the implementation of wellness programs.

Given that the Wellness Program Recommendations suggest an initiative, when the initiative is implemented, then the system should compare team morale metrics before and after the initiative, showing at least a 15% improvement.

Tracking participation rates in the wellness programs suggested by the Wellness Program Recommendations.

Given that a wellness program is recommended, when tracking the participation rates over one calendar month, then there should be at least 60% employee participation in the program.

Providing program recommendations based on diverse team needs, including remote and on-site employees.

Given that the team consists of diverse employees, when generating the wellness program recommendations, then at least one initiative must cater specifically to remote workers and one for on-site workers.

Real-time updates of the wellness metrics and their correlation with employee engagement levels over time.

Given that wellness metrics are being evaluated continuously, when the data is analyzed, then there should be a clear correlation report showing how wellness metrics impact employee engagement levels within a specified time frame.

Feedback Loop Integration

"As an employee, I want an easy way to provide feedback on wellness programs so that I can help improve the initiatives that support my team’s health."

Description

The Feedback Loop Integration will allow employees to provide continuous feedback about the wellness programs in place. This feature will facilitate a two-way communication channel between employees and management, enabling real-time adjustments and improvements to wellness initiatives. Employees can rate activities, suggest new programs, and share their experiences, ensuring that the wellness strategies remain effective and relevant. Integrating this feedback within TeamSync not only empowers employees but enhances the overall employee experience by making them feel valued and heard.

Acceptance Criteria

User submits feedback on a wellness program after participating in it for one month.

Given an employee has completed a wellness program, When they access the feedback form, Then they should be able to rate the program on a scale of 1 to 5, provide textual feedback, and submit their response.

Management reviews employee feedback on wellness initiatives after a quarterly survey.

Given that feedback has been collected from employees, When the management accesses the dashboard for feedback metrics, Then they should see a summarized report of average ratings and common themes in employee comments.

An employee suggests a new wellness activity through the feedback loop.

Given an employee is on the feedback page, When they input a suggestion for a new wellness activity and submit it, Then the suggestion should appear in the management review queue with a timestamp and the employee's identifier.

A specified wellness program receives continuous feedback over a period of three months.

Given that employees provide feedback multiple times over three months, When the feedback is analyzed, Then trends indicating improvement or decline in wellness ratings should be identifiable in the analytics report.

Employees access their previous feedback submissions on wellness programs.

Given an employee has submitted feedback in the past, When they navigate to their feedback history section, Then they should see a list of all their past submissions along with the dates and the respective programs.

Real-time notifications are sent to management after significant feedback changes.

Given that employee feedback ratings change by more than 2 points in a week, When the system detects this change, Then an alert should be sent to management via their TeamSync notifications.

Employees receive acknowledgment after submitting their feedback.

Given an employee submits feedback successfully, When they submit the form, Then they should receive a confirmation message indicating their feedback was received and is under review.

Real-time Analytics for Wellness Impact

"As a manager, I want to access real-time analytics that show the impact of wellness programs on team performance so that I can evaluate their effectiveness and influence decision-making."

Description

Real-time Analytics for Wellness Impact will track and analyze the effectiveness of implemented wellness programs on team performance metrics such as productivity, collaboration, and morale. By correlating health data with performance indicators, this feature will provide actionable insights that demonstrate the ROI of wellness initiatives. With visualizations and reports, managers can easily understand the impact of these programs, enabling them to advocate for continued investment in team health. This functionality strengthens the data-driven approach of TeamSync while encouraging an ongoing focus on employee well-being.

Acceptance Criteria

Dashboard for Managers to View Wellness Impact Metrics

Given the manager has access to the wellness dashboard, when they select the 'Wellness Impact Metrics' section, then they should see a visual representation of employee feedback correlated with productivity metrics over time.

Real-time Alerting for Negative Wellness Trends

Given that the wellness metrics are updating in real-time, when a specified threshold for stress levels or burnout rates is exceeded, then an alert should be sent to all team leaders.

Report Generation for Wellness Program Effectiveness

Given a set of wellness programs have been implemented, when the manager requests a report on these programs, then a comprehensive report should be generated that includes metrics on employee satisfaction, productivity, and teamwork effectiveness, formatted for easy reading.

Comparative Analytics of Pre and Post Wellness Program Implementation

Given data exists for team performance metrics before and after wellness programs are initiated, when the manager selects the 'Comparative Analysis' feature, then they should see a side-by-side comparison of relevant KPIs with visual trends.

User Feedback Collection on Wellness Programs

Given the wellness programs are in place, when an employee accesses the feedback form within TeamSync, then they should be able to submit their feedback on the wellness program effectiveness, ensuring anonymity and ease of use.

Integrating with Existing Task Performance Metrics

Given that team performance metrics are tracked in TeamSync, when the wellness metrics are displayed, then they should be linked with relevant task performance metrics to illustrate correlation effectively.

Customizable Dashboard for Different Leadership Roles

Given multiple leadership roles in the organization, when a user accesses the wellness dashboard, then they should see a customizable view that highlights metrics relevant to their role, adjusting filters accordingly.

Workshop Creator Tool

An intuitive tool that allows team leaders to easily schedule and customize workshops according to specific team needs and dynamics. Users can choose from various templates for brainstorming, skill-building, or team-building activities, enhancing the organization and preparation of workshops while ensuring relevance and engagement.

Requirements

Custom Workshop Templates

"As a team leader, I want to be able to select and customize workshop templates so that I can organize effective and relevant workshops tailored to my team's needs."

Description

The Custom Workshop Templates requirement involves the creation of a variety of preset templates tailored for different workshop types such as brainstorming sessions, skill-building activities, and team-building exercises. These templates should be user-friendly and allow team leaders to easily modify elements to fit their specific needs. This functionality will increase the efficiency of scheduling workshops and ensure that team leaders can quickly adapt workshops based on evolving team dynamics and specific goals. Integration with the existing TeamSync framework will streamline the process and improve user experience, ultimately fostering more engaging and productive workshops.

Acceptance Criteria

Team leader schedules a brainstorming workshop using a pre-defined template in TeamSync.

Given the team leader initiates the Workshop Creator Tool, when they select a brainstorming template, then the system should display all relevant sections of the template and allow editing of the elements.

A team leader customizes a skill-building workshop template to fit their team's needs.

Given the skill-building template is selected, when the team leader modifies the activity elements and saves the new changes, then the customized template should be retrievable with all modifications intact.

A team leader integrates a team-building template into an existing workshop agenda.

Given the team leader is working from an existing workshop agenda, when they add a team-building template into the agenda, then the agenda should update to reflect the added activities without error.

Team members receive notifications about an upcoming workshop created with a custom template.

Given a custom workshop has been scheduled, when the notifications are sent out, then all invited team members should receive timely notifications containing all relevant details of the workshop.

Team leader reviews performance metrics of a past workshop created using a custom template.

Given the workshop has been concluded, when the team leader accesses the performance metrics report, then it should include feedback specific to the template used, rates of engagement, and overall effectiveness.

A team leader shares a modified workshop template with other team leaders within their organization.

Given the workshop template has been customized, when the team leader chooses to share the template, then the other team leaders should be able to access and use the shared template without issues.

Real-time Collaboration Features

"As a team member, I want to collaborate in real-time on workshop materials so that I can contribute ideas and feedback instantly and help shape the workshop's direction."

Description

The Real-time Collaboration Features requirement focuses on enabling team members to collaborate on workshop agendas, documents, and shared materials in real-time during workshop creation and execution. This includes functionalities like live editing, commenting, and integrated chat options to facilitate immediate feedback and discussion within the tool. By providing these features, TeamSync will enhance participation and dynamically adapt workshops to enhance collective input and engagement, leading to more effective outcomes and team cohesion.

Acceptance Criteria

Collaborative Workshop Agenda Creation

Given a team leader is creating a workshop agenda, when they invite team members to collaborate, then all invited members can view and edit the agenda in real-time without any issues of data loss or latency.

Live Editing of Workshop Materials

Given that workshop materials are being edited, when team members make changes to the documents, then all changes must be reflected instantly to all participants involved in the edit.

Integrated Commenting Feature

Given that a team member is reviewing the workshop agenda, when they use the commenting feature, then their comments should be visible to all collaborators and must allow for threaded discussions.

Chat Functionality During Workshops

Given that a workshop is in progress, when a participant sends a message in the integrated chat, then all other participants should receive the message instantly on their screens.

Access Control During Collaboration

Given that a workshop leader is managing collaboration, when they set permissions for document editing, then only designated team members should be able to make changes to the agenda or materials.

User-Friendly Interface for Real-Time Collaboration

Given that a user is accessing the Workshop Creator Tool, when they enter the collaborative workspace, then they should find the interface intuitive, with clear indicators for who is currently editing or viewing the document.

Workshop Feedback Collection

"As a workshop participant, I want to provide feedback after the workshop so that I can share my thoughts on its effectiveness and contribute to future improvements."

Description

The Workshop Feedback Collection requirement is aimed at implementing a mechanism for participants to provide feedback post-workshop through surveys or rating systems. This feature will be integrated directly into the TeamSync platform, allowing team leads to gather insights on the effectiveness of the workshops. Analyzing this feedback will help in understanding participant satisfaction and areas for improvement, thereby refining future workshop offerings and optimizing overall team performance.

Acceptance Criteria

Workshop feedback collection via post-workshop surveys for participants.

Given a completed workshop, when the participant clicks on the 'Provide Feedback' button, then the participant should be redirected to a feedback form that includes rating questions and open-ended comments.

Ability for team leads to access feedback reports for analysis and improvement.

Given that feedback has been collected, when the team lead navigates to the feedback reports section, then they should see a summary of participant ratings and comments organized by workshop type.

Integration of feedback collection with notification features to prompt participants.

Given a workshop has ended, when the feedback collection window opens, then all participants should receive a notification to remind them to submit their feedback within a specified time frame.

Facilitation of anonymous feedback submission to encourage honesty.

Given the feedback form is displayed, when participants fill out their feedback, then they should have the option to submit their feedback anonymously without requiring personal identifiers.

User-friendly design of the feedback collection tool and form.

Given the feedback form is displayed, when a participant views the form, then it should be intuitive to fill out with clear instructions, ensuring a completion rate of at least 85%.

Implementation of a thank-you message post-feedback submission to participants.

Given a participant successfully submits their feedback, then a thank-you message should appear confirming receipt of their feedback and encouraging future participation.

Ensure the workshop feedback tool is mobile-friendly for accessibility.

Given the feedback collection tool is accessed via mobile, when participants open the feedback form, then it should display correctly on all mobile devices with no functionality loss.

Integration with Calendar Tools

"As a user, I want to integrate my workshop schedule with my calendar so that I can manage my time more effectively and avoid conflicts with other commitments."

Description

The Integration with Calendar Tools requirement ensures that the Workshop Creator Tool seamlessly integrates with external calendar systems such as Google Calendar, Outlook, and others. This will allow users to schedule workshops directly from the TeamSync platform while automatically syncing with their personal calendars. Notifications and reminders should also be included to prevent scheduling conflicts and to keep all team members informed of upcoming workshops. This integration is critical for maximizing user engagement and minimizing scheduling issues.

Acceptance Criteria

User schedules a workshop through the Workshop Creator Tool and wants to ensure it integrates correctly with their Google Calendar.

Given the user has scheduled a workshop, when they complete the scheduling process, then the workshop should appear in their Google Calendar within 5 minutes of scheduling.

A team leader creates a workshop, specifying participants and selecting a date and time, and needs to confirm that all participants receive calendar invitations.

Given the team leader schedules a workshop, when the workshop is saved, then all specified participants should receive an email invitation with the workshop details and a calendar invite.

A user edits an existing workshop's time and needs to check that changes are automatically updated in their Outlook Calendar.

Given a workshop has been scheduled, when the user changes the date or time of the workshop, then the updated workshop details should reflect in their Outlook Calendar within 5 minutes.

The user has a scheduled workshop and wants to verify that reminders are sent out correctly before the workshop starts.

Given a workshop is scheduled for the next day, when the reminder time set for the workshop arrives, then all participants should receive a notification reminder via email 24 hours prior to the workshop.

A team member wants to ensure conflicting workshops do not get scheduled.

Given the user tries to schedule a new workshop that conflicts with an existing calendar event, when the user attempts to save the new workshop, then an error message should indicate the conflict and prevent saving the workshop.

A user wishes to schedule recurring workshops and checks if they can do it through the Workshop Creator Tool.

Given the user selects a 'recurring' option while scheduling a workshop, when they specify the recurrence parameters, then the tool should create multiple workshop entries in their calendar according to the specified frequency.

A team leader schedules a workshop and wants to confirm that the workshops are well-organized with relevant templates chosen.

Given the user selects a template while creating a workshop, when the workshop is saved, then the chosen template's details should be accessible to all participants in the workshop invitation.

Analytics Dashboard for Workshops

"As a team leader, I want access to an analytics dashboard that shows workshop metrics so that I can evaluate their effectiveness and make informed decisions about future workshops."

Description

The Analytics Dashboard for Workshops requirement involves creating an analytics feature that tracks and displays key metrics related to workshop participation, engagement levels, and feedback scores. This dashboard should provide team leads and managers with a comprehensive overview of workshops, allowing them to gauge effectiveness and make data-driven decisions for future workshop planning. This added capability will improve accountability and enhance the strategic planning of team activities based on measurable outcomes.

Acceptance Criteria

Dashboard displays overall participation metrics instantly after workshop completion.

Given a completed workshop, when the dashboard is accessed by a team lead, then the participation metrics (total attendees, attendance rate) for that workshop are displayed within 5 seconds.

Engagement levels are visually displayed on the dashboard for each workshop.

Given a completed workshop, when the team lead views the analytics dashboard, then engagement levels (measured through polls and feedback forms) are shown via an interactive graph.

Feedback scores are aggregated and displayed on the analytics dashboard.

Given feedback has been collected from a workshop, when the team lead accesses the dashboard, then the average feedback score (out of 5) is displayed alongside qualitative feedback summaries.

Historical data is accessible and filterable through the analytics dashboard.

Given the analytics dashboard, when a team lead selects a date range and workshop type, then the relevant historical data is displayed accurately and can be compared against previous workshops.

The dashboard integrates with existing team communication tools for real-time updates.

Given an active workshop, when feedback is submitted through the integrated tool, then the dashboard updates feedback scores in real time without needing to refresh the page.

Team leads receive a weekly summary email of workshop analytics.

Given the completion of the week, when the team lead checks their email, then they receive a summary that includes key metrics and engagement statistics from all workshops held during the week.

Metrics on workshop improvement suggestions are captured and visualized.

Given a completed workshop, when team leads access the analytics dashboard, then suggestions for improvement (gathered from post-workshop surveys) are presented clearly within the metrics section, sorted by frequency.

Collaboration Toolkit

A comprehensive set of interactive tools available during workshops, including virtual whiteboards, sticky notes, and drawing features. These tools facilitate real-time collaboration, allowing participants to brainstorm ideas, visually map out concepts, and collectively work on tasks, making sessions more dynamic and participative.

Requirements

Interactive Whiteboard

"As a workshop facilitator, I want an interactive whiteboard so that my team can collaboratively brainstorm and visualize ideas in real-time, making our sessions more effective and engaging."

Description

The Interactive Whiteboard requirement will allow users to draw, erase, and annotate in real-time during collaborative sessions. This feature will support multiple users interacting simultaneously, enabling idea sharing and concept mapping. It integrates seamlessly with other collaboration toolkit elements, ensuring that all participants can visualize and manipulate ideas fluidly. Improved user engagement and participation during brainstorming sessions will lead to more dynamic and productive outcomes for workshops.

Acceptance Criteria

Real-time collaborative drawing session during a remote workshop.

Given multiple users are connected to the interactive whiteboard, when each user draws or writes simultaneously, then all users can see the changes in real-time without any lag or delay.

Erasing or deleting content on the interactive whiteboard during a brainstorming session.

Given a user selects an eraser tool, when they click or swipe on the content they want to remove, then that content is immediately erased from the board for all participants.

Annotating existing drawings or images on the interactive whiteboard.

Given an image is uploaded to the interactive whiteboard, when a user selects the annotation tool and draws on the image, then the annotations should be visible to all participants in real-time.

Saving and retrieving the content of the interactive whiteboard after the session ends.

Given a collaborative session is completed, when the user clicks the 'Save' button, then all drawings, annotations, and notes should be saved as a single file that can be retrieved later.

Customizing the interactive whiteboard interface for different types of workshops.

Given a host of the session wants to customize the interactive whiteboard, when they select options for different tools (e.g., sticky notes, shapes), then those tools should be available for use in the workshop.

Integrating the interactive whiteboard with other elements of the collaboration toolkit, like sticky notes and task lists.

Given multiple users are using both the interactive whiteboard and sticky notes simultaneously, when the user selects a sticky note to drag onto the whiteboard, then the sticky note should be able to be placed seamlessly within the whiteboard interface no matter the user.

Virtual Sticky Notes

"As a team member, I want to use virtual sticky notes during our remote workshop so that I can quickly share my thoughts and ideas while keeping the discussion organized."

Description

The Virtual Sticky Notes requirement will provide users with a flexible tool to post, organize, and categorize ideas during workshops. Participants will be able to create, move, and modify sticky notes, which can represent thoughts, tasks, or comments directly within the collaborative space. This feature enhances organization and clarity, allowing for an efficient flow of ideas that can be easily managed and referenced throughout the session.

Acceptance Criteria

As a workshop facilitator, I want to use virtual sticky notes so that participants can post their ideas during brainstorming sessions.

Given that the user is in a workshop session, when they create a sticky note, then the sticky note should appear on the virtual whiteboard without any delays and with the correct dimensions.

As a workshop participant, I want to move my sticky notes around the virtual workspace so that I can organize my ideas visually.

Given that the user has created several sticky notes, when they drag and drop a sticky note to a new location, then the sticky note's position should be updated in real-time for all participants.

As a workshop participant, I want to edit my sticky notes so that I can refine my ideas and add more details to them.

Given that the user has selected a sticky note, when they edit the text within the sticky note, then the updated text should be displayed on the virtual whiteboard immediately after saving changes.

As a workshop facilitator, I want to categorize sticky notes by color so that different themes or topics can be visually distinguished during the workshop.

Given that the user is in a workshop, when they change the color of a sticky note, then the color change should be reflected immediately on the virtual whiteboard for that sticky note.

As a workshop participant, I want to delete sticky notes that are no longer needed to keep the workspace organized.

Given that the user has selected a sticky note, when they confirm the deletion, then the sticky note should be removed from the virtual whiteboard within two seconds without affecting other sticky notes.

As a workshop facilitator, I want to save the sticky notes from a session at the end so that we can reference them later for follow-up discussions.

Given that the workshop is ending, when the facilitator selects the option to save sticky notes, then all sticky notes should be saved to a PDF or image format for future reference sent to all participants within five minutes.

Real-Time Drawing Tools

"As a creative team member, I want to utilize real-time drawing tools during our meetings so that I can illustrate my concepts and enhance the team's understanding of our project discussions."

Description

The Real-Time Drawing Tools requirement will allow users to use various drawing instruments (such as pencils, markers, and highlighters) in a shared digital space. Users can express their ideas visually while collaborating with others, which helps convey complex information more intuitively. This functionality will enhance participant involvement and allow for an engaging workshop experience where visual representation can lead to better understanding and collaboration.

Acceptance Criteria

Real-time collaboration during a workshop with multiple participants simultaneously using drawing tools to express ideas on a virtual whiteboard.

Given a workshop session is in progress, when two or more users utilize the drawing tools simultaneously, then all participants can view each other's drawings in real-time without lag.

Participants use various drawing instruments to create diagrams and illustrations during a brainstorming session.

Given a participant selects a drawing tool, when they draw on the shared whiteboard, then the stroke should be smooth, responsive, and display immediately to all participants.

Users want to save their collaborative drawings for future reference post-session.

Given a session has concluded, when the host selects the 'Save' option, then the whiteboard drawings should be saved as a file (e.g., PNG or PDF) accessible to all participants via the shared workspace.

Users require tools that enable color customization for drawing during a workshop.

Given the drawing tool is active, when a user selects a color from the color palette, then the selected color is applied to their drawing instrument and reflects on the whiteboard accurately.

A user wants to erase part of their drawing during a collaborative brainstorming session.

Given a user has drawn on the whiteboard, when they select the eraser tool and click on specific areas, then those areas should be erased without affecting other participants' drawings.

Integrated Timer

"As a workshop facilitator, I want an integrated timer feature so that I can manage the time effectively during our sessions and keep discussions focused."

Description

The Integrated Timer requirement will provide a built-in countdown timer for sessions and activities within the workshops. Facilitators can set distinct time limits for different segments, helping to manage discussions and keep the team on track. This feature will promote time awareness and encourage focus, ensuring that each part of the workshop receives adequate attention without overrunning the schedule.

Acceptance Criteria

Integrated Timer functionality during collaborative workshops.

Given a workshop session is initiated, when a facilitator activates the Integrated Timer, then the timer should display a countdown that can be set for any duration from 1 minute to 60 minutes, ensuring the timer is visible to all participants throughout the session.

Adjusting timer settings mid-session without disrupting the flow of the workshop.

Given the Integrated Timer is actively counting down, when the facilitator pauses the timer, then they should be able to adjust the time up or down by up to 10 minutes, and upon resuming, the timer should reflect the new duration immediately.

Notification system to alert participants of time milestones.

Given a workshop session is ongoing, when the Integrated Timer reaches 5 minutes remaining, then all participants should receive a visual and auditory notification indicating that there are only 5 minutes left for the current segment.

Resetting the timer for new segments during the workshop.

Given a workshop segment has concluded, when the facilitator selects ‘Reset Timer’, then the Integrated Timer should clear the previous time and allow the facilitator to set a new countdown for the next segment without restarting the workshop flow.

Accuracy of the timer during prolonged use.

Given the Integrated Timer is operational for an extended period (e.g., 2 hours), when the timer runs continuously, then it should accurately reflect the remaining time without any discrepancies or delays, maintaining synchronization with the actual time.

User accessibility and ease of interaction with the Integrated Timer.

Given the Integrated Timer is displayed on the screen, when all participants interact with it, then they should be able to start, pause, and reset the timer easily with on-screen buttons that are visible and functional across all devices used in the workshop.

Seamless integration with other tools in TeamSync during workshops.

Given that the Integrated Timer is a feature of TeamSync, when it is activated, then it should function without latency or errors in conjunction with other tools such as video conferencing and the virtual whiteboard, ensuring a fluid experience during the workshop.

Participant Polling Feature

"As a participant, I want to be able to poll my team during the meeting so that we can make decisions collectively and ensure everyone has a chance to share their opinions."

Description

The Participant Polling Feature will enable real-time voting and feedback during workshops, allowing users to quickly gauge opinions or make decisions collectively. This tool can present multiple-choice questions or open-ended inquiries, streamlining the decision-making process and fostering engagement from all participants. It ensures that every voice is heard, promoting a democratic and inclusive environment.

Acceptance Criteria

Real-time polling during a workshop session to gauge participant opinions on a proposed project direction.

Given that the Workshop Moderator initiates a polling session, when participants select their preferred option, then the results should be displayed live to all participants within 5 seconds.

Integrating the polling feature with the existing Collaboration Toolkit during brainstorming sessions.

Given that the Collaboration Toolkit is active, when the polling feature is engaged, then participants should have access to the polling options without any disruption to other tools in the toolkit.

Conducting a post-session feedback poll to evaluate participant satisfaction and gather improvement suggestions.

Given that the workshop has concluded, when the post-session feedback poll is launched, then at least 80% of participants should respond to the survey within 10 minutes.

Allowing a moderator to create and customize poll questions during the workshop.

Given that the moderator is in the polling setup interface, when they enter a question and select multiple-choice options, then the poll should be created and accessible to participants with no errors in less than 3 minutes.

Providing an option for participants to add comments with their polling responses.

Given that a poll is active, when a participant submits their vote, then they should have an optional field to add comments that can be submitted alongside their response.

Ensuring security and confidentiality of participant responses during polling.

Given that a poll is active, when participants submit their votes, then their responses should be anonymized and encrypted to prevent unauthorized access or visibility during or after the session.

Feedback & Reflection Module

An integrated module that collects participant feedback immediately after workshops, allowing attendees to share their thoughts on the session's effectiveness. This feature helps facilitators gauge the success of the workshop and identify areas for improvement, ensuring continual enhancement of future workshops.

Requirements

Real-time Feedback Collection

"As a workshop facilitator, I want to collect participant feedback in real-time during the session so that I can gauge engagement and effectiveness immediately, allowing me to adjust my delivery in future workshops."

Description

This requirement involves the implementation of a feature that allows workshop participants to submit feedback in real-time through a user-friendly interface. The feature will enable facilitators to gather immediate reflections on the workshop's effectiveness, targeting specific aspects such as content, delivery, and engagement. By integrating this feedback mechanism into TeamSync, we enhance the overall workshop experience, providing facilitators with the data needed to identify areas for improvement and make necessary adjustments for future sessions. This immediate feedback will also empower participants to express their thoughts while the experience is fresh, fostering a culture of transparency and continuous improvement within the organization.

Acceptance Criteria

Real-time feedback submission during a workshop session.

Given a workshop is in progress, when a participant submits feedback through the interface, then the feedback should be recorded in the system immediately without any delay.

Immediate feedback visibility to facilitators after submission.

Given a participant submits feedback, when the feedback is submitted, then the facilitator should be able to view the feedback in real-time on their dashboard.

User-friendly interface for feedback submission.

Given a participant is using the feedback interface, when they access the feedback section, then they should see an intuitive and easy-to-navigate form with clear instructions for providing feedback.

Categorizing feedback for targeted analysis.

Given feedback has been submitted, when facilitators review the feedback, then the system should categorize the feedback based on content, delivery, and engagement aspects.

Feedback collection without technical issues.

Given a workshop session is occurring, when participants try to submit feedback, then there should be no technical errors preventing their submission.

Anonymous feedback option for participants.

Given a participant is about to submit feedback, when they choose the option to submit anonymously, then their feedback should be recorded without revealing their identity.

Post-workshop feedback summary availability.

Given a workshop has concluded, when facilitators access the feedback summary, then they should see a compiled report of all feedback submitted, categorized by themes.

Post-Workshop Reflection Survey

"As a workshop participant, I want to fill out a post-workshop survey so that I can share my insights and help improve future sessions based on my experience."

Description

This requirement entails the development of a structured post-workshop survey that participants can complete after the session. The survey will encompass various question types, including multiple-choice, rating scales, and open-text fields, to capture diverse feedback. The collected data will be analyzed and presented in an aggregated format, allowing facilitators to review feedback efficiently. This feature is essential for understanding participants' perceptions of the workshop and their perceived value of the session, enabling facilitators to refine their approach and content to better serve future attendees. Its implementation will significantly improve the quality of future workshops through informed changes.

Acceptance Criteria

Post-Workshop Feedback Submission by Participants

Given a participant has completed a workshop, when they access the feedback survey link, then they should be able to submit their feedback successfully.

Survey Response Validation

Given a completed feedback survey, when a participant submits their responses, then all fields must be validated for completeness and accuracy.

Feedback Data Aggregation for Analysis

Given multiple participants have submitted their feedback, when the facilitator accesses the summary report, then the data should be aggregated and presented in a clear, digestible format.

Diverse Question Types in Survey

Given the design of the post-workshop survey, when a participant completes the survey, then they should encounter multiple question types, including multiple-choice, rating scales, and open-text fields.

Instant Feedback Availability Post Submission

Given a participant has submitted their feedback, when they confirm submission, then they should receive a confirmation message indicating their feedback has been received.

Facilitator Access to Feedback Reports

Given that feedback has been collected from the workshop, when the facilitator logs into the TeamSync platform, then they should have immediate access to the feedback reports for review.

User-Friendly Survey Interface for Participants

Given the implementation of the post-workshop survey, when a participant opens the survey, then the interface should be intuitive and easy to navigate without requiring additional instructions.

Dashboard Visualization for Feedback

"As a workshop facilitator, I want to view a visual dashboard of participant feedback metrics so that I can quickly analyze trends and make informed decisions to enhance future workshops."

Description

This requirement focuses on creating a visual dashboard within TeamSync that displays collected feedback metrics from workshops. The dashboard will provide facilitators with easy access to key performance indicators such as overall satisfaction ratings, engagement levels, and specific feedback trends over time. By utilizing graphs and charts, this feature will facilitate data-driven decision-making for workshop enhancements. The dashboard's integration with TeamSync's existing analytics will support facilitators in monitoring the effectiveness of their workshops over multiple sessions, ensuring they continuously meet participant needs and expectations.

Acceptance Criteria

Dashboard Visualization for Feedback is accessed by a facilitator immediately following a workshop session to gather data on participant feedback.

Given the facilitator has logged into the TeamSync platform, when they navigate to the Feedback & Reflection Module, then the visual dashboard should display feedback metrics such as overall satisfaction ratings and engagement levels from the most recent workshop.

A facilitator reviews historical data on workshop feedback over multiple sessions to identify trends and areas for improvement.

Given the facilitator selects a specific workshop from the dashboard, when they view the session metrics, then the dashboard should graphically display trends for satisfaction ratings and engagement levels over the last three sessions.

Facilitators need to compare feedback metrics from two different workshops to assess changes in participant engagement.

Given the facilitator chooses two workshops from the dashboard, when they select the 'compare' option, then the dashboard should provide a side-by-side comparison of key performance indicators such as satisfaction ratings and specific feedback trends.

After collecting feedback, a facilitator wants to generate a report to share with the team about workshop performance.

Given the facilitator clicks on the 'Generate Report' button on the dashboard, when a report is created, then the report should include visual representations of feedback metrics and a summary of key insights.

The dashboard provides real-time updates on feedback as participants submit their reflections immediately post-workshop.

Given a participant submits feedback after the workshop, when the facilitator refreshes the dashboard, then the new feedback should be reflected in the metrics without delay.

Feedback Notification System

"As a workshop facilitator, I want to receive notifications for participant feedback submissions so that I can address concerns or highlight positive insights during the workshop."

Description

This requirement aims to establish an automated notification system that alerts facilitators when participant feedback is submitted. The notifications will be sent via TeamSync's communication features, allowing facilitators to stay updated on incoming feedback while still facilitating the session. This real-time update will boost facilitator engagement and enable instant reflection on participant sentiments as the workshop progresses. Furthermore, it establishes a feedback loop where facilitators can respond or dig deeper into specific participant concerns immediately after receiving feedback.

Acceptance Criteria

As a facilitator conducting a workshop, I need to be notified when participants submit feedback so that I can address their concerns or questions in real time.

Given that a participant submits feedback during the workshop, when the feedback is submitted, then the facilitator should receive a notification via TeamSync's communication features immediately.

As a facilitator, I want to ensure that the feedback notifications contain essential information that allows me to prioritize responses accordingly.

Given that a participant's feedback is submitted, when the facilitator receives the notification, then the notification must include the participant's name, feedback timestamp, and a summary of the feedback provided.

As a facilitator, I want to verify that feedback notifications are sent out regardless of whether I am currently viewing other sections of the TeamSync platform during the workshop.

Given that I am in the middle of a workshop and viewing different sections of the TeamSync platform, when a participant submits feedback, then the feedback notification should still appear prominently on my screen.

As a facilitator, I want to ensure notifications are not overwhelming and only high-priority feedback is flagged for immediate attention to maintain focus during workshops.

Given that multiple feedback submissions are received during a workshop, when feedback is flagged as high priority by participants, then only those high-priority notifications should be presented prominently to the facilitator.

As a facilitator, I want to track the effectiveness of the feedback notification system after multiple workshops to ensure it is functioning as intended.

Given that the notification system has been in place for a series of workshops, when I review the feedback summary report, then the report should show a 90% notification delivery rate for participant feedback submissions.

As a facilitator, I want to ensure that notifications provide a quick way to acknowledge receipt of feedback to enhance participant engagement.

Given that a participant's feedback has been received, when the facilitator receives the notification, then the facilitator should be able to send an acknowledgment reply with a single click within the notification interface.

Feedback Categorization and Tagging

"As a workshop facilitator, I want to categorize and tag participant feedback so that I can easily identify trends and areas for improvement across multiple workshops."

Description

This requirement involves the implementation of categorization and tagging features for participant feedback. By allowing facilitators to categorize feedback into predefined themes (e.g., Content, Delivery, Engagement), they can sort and analyze feedback more efficiently. This functionality will help facilitators identify common themes or issues and tailor workshop content and execution accordingly. It also facilitates better reporting for future workshops, as facilitators can easily access categorized data to understand where specific areas may need attention or adjustment.

Acceptance Criteria

Facilitator categorizes feedback received from workshop participants into predefined themes for analysis.

Given the facilitator accesses the feedback system, When they select feedback entries, Then they can choose from predefined categories (Content, Delivery, Engagement) to tag each entry accordingly.

Feedback is successfully categorized and can be viewed in summary reports.

Given feedback has been categorized, When the facilitator generates a summary report, Then the report should display feedback grouped by selected categories, showcasing the number of feedback entries in each category.

Facilitators can analyze tagged feedback to identify common themes over multiple workshops.

Given multiple feedback entries are categorized from different workshops, When facilitators view the trend analytics dashboard, Then they can see visual representations of category trends over time, highlighting the most mentioned themes.

Facilitators can search for specific feedback entries based on their categories.

Given the feedback database is populated, When the facilitator uses the search functionality, Then they should be able to filter feedback using category tags, retrieving relevant feedback efficiently.

Facilitators receive notifications about feedback entries that require immediate attention.

Given the feedback system is actively collecting entries, When feedback tagged as 'Urgent' is submitted, Then the facilitator should receive a real-time notification to address the concerns promptly.

Facilitators can modify category tags on existing feedback as necessary.

Given a feedback entry is categorized, When the facilitator decides to change its category, Then they should be able to select a new category from the predefined list and save the changes successfully.

Facilitator Guide

A resource that provides facilitators with best practices, tips, and structured agendas for leading successful workshops. This guide supports effective session management and boosts facilitator confidence and capability, ensuring that workshops are productive and engaging for all participants.

Requirements

Comprehensive Resources Section

"As a facilitator, I want to have access to a centralized resources section so that I can find various materials to enhance my workshop planning and execution."

Description

The Facilitator Guide must include a comprehensive resources section that aggregates various materials such as templates, articles, and videos about workshop facilitation. This feature will allow facilitators to access varied support materials from a centralized location, ensuring they have multiple avenues for enhancing their workshops. The resources will be regularly updated to incorporate the latest best practices and innovations in facilitation, thus consistently improving the facilitators' offerings and enhancing participant engagement.

Acceptance Criteria

Facilitator accesses the resources section to prepare for an upcoming workshop.

Given a logged-in facilitator, when they navigate to the Resources Section, then they should see a list of available templates, articles, and videos categorized by topic.

Facilitator downloads a resource from the resources section for a specific workshop.

Given a facilitator on the Resources Section page, when they select a resource and click the download button, then the resource should be downloaded without error and be accessible in their local system.

Resources section is regularly updated with new materials to reflect current best practices.

Given the resources section is maintained, when new resources are added, then facilitators should receive a notification about the updates via their registered email.

Facilitator searches for a specific topic in the resources section.

Given a facilitator on the Resources Section page, when they enter a keyword in the search bar, then the results should display relevant resources that match the search terms.

Facilitator evaluates the usefulness of the resources provided.

Given a facilitator who has accessed various resources, when they complete a feedback form, then the feedback should be recorded and influence future resource updates.

Facilitator uses a video resource during a training session.

Given a facilitator selecting a video from the resources section, when they play the video during the workshop, then the video should stream smoothly without buffering and all participants should be able to view it.

Workshop Planning Templates

"As a facilitator, I want customizable workshop planning templates so that I can save time and ensure my workshops are structured and effective."

Description

The requirement includes the development and availability of customizable workshop planning templates that facilitators can easily use. These templates should include various formats for different types of workshops (e.g., brainstorming sessions, feedback sessions, etc.) and be designed to streamline the preparation and provide a clear structure. By utilizing these templates, facilitators can save time during the planning process and ensure consistency and quality across multiple workshops.

Acceptance Criteria

Facilitators can select a workshop planning template from a library of available templates.

Given the facilitator accesses the TeamSync platform, when they navigate to the 'Templates' section, then they should be able to view and select from at least 5 different customizable workshop planning templates.

Facilitators can customize the selected workshop planning template to meet their specific needs.

Given a facilitator has selected a workshop planning template, when they enter the customization mode, then they should be able to modify the template fields and save their changes successfully.

Facilitators can download the customized workshop planning template for offline use.

Given a facilitator has customized a workshop planning template, when they choose the download option, then the template should be generated in PDF format and prompt them to save it on their local device.

Facilitators can share a workshop planning template with other team members directly through TeamSync.

Given a facilitator has customized their workshop planning template, when they select the share option, then they should successfully send the template to at least one team member's account via TeamSync's internal messaging system.

Facilitators can view and reuse previous templates they have created or customized for future workshops.

Given a facilitator has previously saved workshop planning templates, when they access the 'My Templates' section, then they should be able to see a list of all previously created or customized templates with the option to reuse them.

Facilitators can access guides and tips related to each workshop planning template.

Given a facilitator is viewing a specific workshop planning template, when they click on the 'Help' icon, then a pop-up should display relevant best practices and tips for that specific type of workshop based on the selected template.

Interactive Agendas

"As a facilitator, I want to create interactive agendas so that I can manage time effectively and keep participants informed and engaged during workshops."

Description

Facilitators will have the option to create interactive agendas within the Facilitator Guide. The agenda will include time allocations, discussion topics, and participant roles, enabling a clearer structure for sessions. Features such as live editing during meetings and easy sharing with participants will enhance the collaborative experience. This functionality is aimed at making the planning phase more precise and ensuring all participants are engaged and informed about the unfolding of the workshop.

Acceptance Criteria

Facilitator creates an interactive agenda for a workshop to manage time and discussion topics efficiently.

Given the facilitator is logged into TeamSync, When they create an interactive agenda with time allocations and discussion topics, Then the agenda should be saved and accessible to all participants prior to the workshop.

Participants receive the interactive agenda before the workshop starts to prepare accordingly.

Given the interactive agenda is created and finalized by the facilitator, When the agenda is shared with participants, Then all participants should receive a notification with the agenda and have access to view it at least 24 hours before the workshop.

Facilitator edits the interactive agenda in real-time during the workshop to adjust to the flow of discussion.

Given the workshop is in progress, When the facilitator makes changes to the agenda (e.g., adjusting time allocations or discussion topics), Then the updated agenda should reflect these changes in real-time for all participants without delay.

Facilitators utilize structured questions within the interactive agenda to guide workshop discussions.

Given that the facilitator has added structured questions to the agenda, When the workshop begins, Then the participants should be able to view and respond to these questions directly within the agenda interface throughout the session.

Facilitators evaluate the effectiveness of the interactive agenda post-workshop through participant feedback.

Given the workshop has concluded, When the facilitator collects feedback regarding the agenda structure, Then at least 80% of participants should report that the agenda helped them stay engaged and informed throughout the session.

Facilitators can use templates for creating interactive agendas to save time.

Given the facilitator is creating a new agenda, When they choose a template from the repository, Then the agenda should pre-populate with relevant fields and structured sections that can be customized as needed.

Feedback Mechanism

"As a workshop participant, I want to provide feedback after the session so that I can contribute to improving future workshops and the facilitation guide itself."

Description

The Facilitator Guide must incorporate a feedback mechanism that enables participants to provide input after workshop sessions. This feedback will help facilitators identify areas of improvement, receive evaluation on their methods, and understand participant needs better. The feedback collected will also be reviewed periodically to iterate on and enhance the guide itself, ensuring that it evolves based on user experiences and needs.

Acceptance Criteria

User submits feedback after completing a workshop session through the Facilitator Guide.

Given a user completes a workshop, when they access the feedback form, then they should be able to submit feedback without any errors and receive a confirmation message.

Facilitators review the feedback collected from participants through the Facilitator Guide.

Given facilitators access the feedback section, when they view the feedback, then they should see all the submitted feedback organized by workshop date and participant name.

The feedback mechanism is evaluated for usability and effectiveness during a pilot workshop.

Given a workshop is conducted using the Facilitator Guide, when feedback is collected, then 80% of participants should find the feedback mechanism easy to use and effective in expressing their thoughts.

Facilitators utilize the feedback to improve future workshops based on participant input.

Given facilitators assess the collected feedback, when they implement changes in the next workshop, then at least 70% of participants should notice an improvement in workshop delivery and content.

The feedback data is analyzed to identify common trends or areas for improvement.

Given feedback is collected over three months, when the data is analyzed, then the report should highlight at least three key areas identified for improvement with actionable suggestions.

System admin ensures the feedback mechanism's data storage complies with security regulations.

Given the feedback is stored in the database, when the data is reviewed, then it should comply with data protection regulations and not contain any personal identifiable information without consent.

Best Practices Database

"As a facilitator, I want to access a database of best practices so that I can learn from others and improve my facilitation skills and techniques."

Description

The guide will include an interactive database of best practices for different types of workshops, categorized based on themes, goals, and diverse facilitation styles. This database will serve as a reference point for facilitators looking to adopt new strategies or refine their techniques. By having access to a broad spectrum of best practices, facilitators can continually enhance their effectiveness and adapt to various situations and participant needs.

Acceptance Criteria

Facilitators using the Best Practices Database during a workshop preparation session.

Given a facilitator accesses the Best Practices Database, when they search for practices related to 'team building', then they should receive a list of at least 10 relevant best practices categorized under 'team building' with detailed descriptions and applicable facilitation styles.

Facilitators looking to refine their techniques based on participant feedback.

Given a facilitator reviews participant feedback after a workshop, when they consult the Best Practices Database, then they should find at least 3 best practices suggested for addressing the specific feedback received.

Facilitators aiming to conduct a workshop on conflict resolution.

Given a facilitator searches the Best Practices Database for 'conflict resolution' workshops, when they select a practice, then they should receive a structured agenda template and a list of objectives specific to conflict resolution workshops.

Facilitators preparing for a workshop with diverse facilitation styles.

Given a facilitator filters the Best Practices Database by 'facilitation styles', when they select 'participatory approach', then they should obtain at least 5 best practices that detail techniques and methods appropriate for that style.

Facilitators needing to adapt workshops according to different goals.

Given a facilitator accesses the Best Practices Database, when they specify the goal of 'enhancing creativity', then they should be presented with a curated list of best practices specifically tailored to achieving that goal, with practical examples included.

Facilitators conducting a follow-up session post-workshop.

Given a facilitator consults the Best Practices Database after conducting a workshop, when they review a specific category, then they should find a list of follow-up best practices and tools to enhance participant engagement in follow-up activities.

New facilitators seeking foundational knowledge.

Given a new facilitator accessing the Best Practices Database, when they navigate to the 'Introduction to Facilitation' section, then they should find at least 5 foundational best practices along with associated resources for further learning.

Facilitator Networking Feature

"As a facilitator, I want to connect with other facilitators so that I can share experiences, learn new techniques, and enhance my workshop delivery."

Description

A feature that allows facilitators to connect, share experiences, and exchange insights with one another. This networking functionality will enable users to build a community around facilitation practices, access peer support, and collaborate on developing workshop techniques. Such connectivity can lead to enhanced motivation and inspiration, ultimately leading to better workshop outcomes across the board.

Acceptance Criteria

Facilitators can access the networking feature through the main dashboard of TeamSync, enabling them to connect with other facilitators across various workshops.

Given that a facilitator is logged into TeamSync, when they click on the 'Facilitator Networking' tab from the main dashboard, then they should be redirected to a dedicated networking page featuring a list of active facilitators and their profiles.

Facilitators are able to send and receive connection requests to and from other facilitators within the networking feature to foster collaboration.

Given that a facilitator is on the networking page, when they click on a 'Connect' button next to another facilitator’s profile, then the selected facilitator should receive a connection request notification, and the requesting facilitator should see the status of the request as 'Pending'.

Facilitators can exchange messages directly with their connections to share insights and discuss facilitation strategies.

Given that two facilitators have successfully connected, when either facilitator sends a message through the direct messaging feature, then the other facilitator should receive the message in real-time and be able to respond immediately.

Facilitators can post discussion topics on the networking platform to engage with a larger community of facilitators about best practices in workshop management.

Given that a facilitator is on the community discussion board, when they create a new discussion topic and submit it, then the topic should appear on the discussion board with the facilitator's name and the time of posting.

Facilitators can report inappropriate content or behavior within the networking feature to maintain a supportive and safe community.

Given that a facilitator sees inappropriate content on the networking page, when they click on a 'Report' button next to the content, then the system should prompt the facilitator to submit details and confirm the report, ensuring the reported content is reviewed by moderators.

Facilitators can view and manage their network connections, including accepting or declining incoming requests.

Given that a facilitator receives a connection request, when they navigate to their 'Connections' page, then they should see the list of pending requests with options to 'Accept' or 'Decline' each request.

Facilitators can access resources and best practices shared within the networking feature to enhance their workshop effectiveness.

Given that a facilitator is in the networking section, when they navigate to the 'Resources' tab, then they should see a list of articles, tips, and documents contributed by other facilitators, with an option to download or bookmark each resource.

Interactive Breakout Sessions

A feature that enables participants to break into smaller groups for focused discussions or activities during workshops. This allows for deeper engagement and collaboration on specific topics, giving participants the chance to share ideas and collaborate closely before rejoining the main group.

Requirements

Breakout Room Creation

"As a workshop facilitator, I want to create interactive breakout rooms so that participants can engage in focused discussions and collaborate more effectively."

Description

This requirement enables facilitators to create and configure interactive breakout rooms within the TeamSync platform. Facilitators will specify the number of rooms, assign participants, and set time limits for each session. This feature enhances user engagement by allowing smaller groups to collaborate on specific topics, thus fostering deeper discussions. It supports various configurations such as random assignments or specific groups, ensuring flexibility and promoting inclusive participation. The intended outcome is to increase engagement during workshops and improve collaborative outcomes by allowing team members to actively share ideas.

Acceptance Criteria

Facilitator creates a breakout session with multiple rooms and assigns participants randomly.

Given a Facilitator is logged into TeamSync, when they select to create a breakout session and specify 3 rooms with random participant assignment, then the system should create 3 breakout rooms and automatically assign participants.

Facilitator sets a time limit for a breakout room session.

Given a Facilitator is configuring a breakout session with time limits, when they set a time limit of 15 minutes for a breakout room, then the timer should start as soon as participants enter the room, and notify all participants when time is up.

Facilitator assigns specific participants to breakout rooms for targeted discussions.

Given a Facilitator wants to assign specific participants to a breakout, when they create a breakout session and manually select participants for each room, then only the specified participants should join their respective breakout rooms.

System records the duration of each breakout room session and displays a summary after completion.

Given a breakout session has concluded, when participants rejoin the main session, then the system should display a summary of each room's duration and participant engagement metrics.

Participants receive notifications of their breakout room assignments.

Given a Facilitator has created a breakout session, when participants are assigned to their breakout rooms, then each participant should receive a notification with details of their room assignment.

Facilitator can end a breakout session early if required.

Given a Facilitator is in an ongoing breakout session, when they decide to end the session early, then all participants should be notified immediately and returned to the main session.

Participant Assignment Controls

"As a workshop facilitator, I want to have the flexibility to assign participants to different breakout rooms during the session so that I can ensure balanced participation."

Description

This requirement involves providing facilitators with controls for assigning participants to breakout rooms as the session progresses. Facilitators can dynamically move participants between sessions to ensure balanced discussion and participation levels. This flexibility is important for maintaining the flow of the workshop and addressing any participation lags. The expected benefit is a more inclusive environment where every participant can contribute meaningfully to discussions, thus enhancing the collaborative experience.

Acceptance Criteria

As a workshop facilitator, I want to dynamically assign participants to breakout rooms during a session to ensure balanced discussions among all group members.

Given the facilitator has access to the participant list, When the facilitator selects a participant and assigns them to a breakout room, Then the participant should receive an instant notification of the room assignment and be moved immediately to the designated room.

As a facilitator, I need to merge two breakout rooms for a larger group discussion without disrupting the ongoing discussions.

Given there are two active breakout rooms, When the facilitator selects both rooms and initiates a merge, Then all participants from both rooms should be informed of the merge and automatically moved to a new merged breakout room without losing any chat history.

As a participant, I want to see a visual indicator when I am assigned or moved to a breakout room so that I can easily keep track of my current group.

Given the participant is assigned to a breakout room, When the participant logs into the platform, Then they should see a clear visual indicator on their dashboard showing their current breakout room and any instructions provided by the facilitator.

As a facilitator, I need to monitor participant engagement levels in each breakout room to ensure all voices are heard and no one is left out during discussions.

Given the breakout sessions are live, When the facilitator views the participant engagement dashboard, Then they should see real-time metrics of participant activity, such as chat participation and speaking time, for each breakout room.

As a facilitator, I want the ability to send a message to all participants in a breakout room to remind them of the time left for their discussion.

Given the facilitator is in a breakout session, When the facilitator sends a message through the platform, Then all participants in that breakout room should receive the message instantly without any delays.

As a participant, I want the option to request to be moved to a different breakout room if I feel that I'm not getting enough engagement in my current room.

Given the participant feels disengaged during a breakout session, When they click the 'Request Room Change' button, Then they should be prompted to select a new room and receive a confirmation once the request is processed and they are moved to the new room.

Real-Time Collaboration Tools in Breakout Rooms

"As a participant in a breakout session, I want to access real-time collaboration tools so that I can work with my team seamlessly and effectively share ideas."

Description

This requirement provides tools for real-time collaboration within breakout rooms, including shared whiteboards, document editing, and chat functionalities. Integrating these tools into breakout sessions will enable participants to work together seamlessly, regardless of their location. This feature enhances the teamwork experience by allowing teams to visualize ideas and documents concurrently, improving their ability to generate and refine concepts during discussions. The intended outcome is to maximize collaboration effectiveness during intensified discussions in breakout groups.

Acceptance Criteria

Participants in a remote workshop want to collaboratively brainstorm ideas in smaller groups using shared tools.

Given participants are divided into breakout rooms, When they access the shared whiteboard, Then they can draw, add text, and move items in real-time without any delays.

Users need to edit a document collectively during a breakout session for feedback and iteration.

Given the collaborative document is accessible in the breakout room, When multiple users edit the document simultaneously, Then all changes should be visible to every participant instantly without version conflicts.

Participants require a chat feature to communicate while using collaborative tools in breakout rooms.

Given the breakout room is open, When participants send messages in the chat, Then these messages should be delivered in real-time to all participants without dropouts or lags.

A facilitator wants to guide the activities in breakout rooms and monitor progress on collaborative tools.

Given the facilitator joins any breakout room, When they open the shared tools, Then they should be able to view all interactions in real-time and provide input.

Participants need guidance on how to use the collaboration tools effectively during breakout sessions.

Given the breakout session has started, When participants access the collaboration tools for the first time, Then an instructional pop-up or tutorial should appear explaining key functionalities with visual examples.

Users want to exit a breakout room session and return to the main group without losing their collaborative progress.

Given users are using shared tools in a breakout session, When they exit the session, Then all of their contributions should be automatically saved and accessible upon rejoining the main group.

Participants aim to evaluate the effectiveness of the collaboration tools post-session.

Given the breakout session concludes, When participants fill in a feedback form regarding the collaborative tools used, Then at least 80% of users should report that the tools improved their ability to collaborate.

Feedback Mechanism Post-Session

"As a participant, I want to provide feedback on the breakout session afterward so that my suggestions can help improve future sessions."

Description

This requirement introduces a feedback mechanism that allows participants to provide input on the breakout sessions immediately after they conclude. Participants will rate their experience and suggest improvements. The feedback collected will be analyzed to enhance future workshops and breakout sessions. This is crucial for continuous improvement and for tailoring future sessions based on user needs and preferences, ultimately enriching the overall experience on the platform.

Acceptance Criteria

Feedback Mechanism Post-Session: After participants have engaged in an interactive breakout session, they navigate to the feedback form provided within TeamSync to rate their experience and recommend improvements.

Given participants have completed a breakout session, when they access the feedback form, then they should be able to submit a rating from 1 to 5 and provide additional comments on their experience.

Feedback Mechanism Post-Session: During the workshop, participants are informed about the feedback mechanism immediately after the breakout sessions conclude and are encouraged to engage with it.

Given the feedback form is available right after the breakout session, when the facilitator announces its presence, then at least 80% of participants should interact with the form within 10 minutes of being made available.

Feedback Mechanism Post-Session: Analyzing the feedback collected from the breakout sessions to derive insights for future improvements.

Given feedback has been collected post-session, when the data is analyzed, then it should yield actionable insights that can be compiled into a report highlighting key areas for improvement within 2 weeks after the session.

Feedback Mechanism Post-Session: Ensuring that feedback participants provide is stored securely and complies with data protection regulations.

Given feedback has been received, when it is stored in the database, then it should be encrypted and comply with GDPR regulations for data protection.

Feedback Mechanism Post-Session: Participants should receive confirmation that their feedback has been submitted successfully.

Given a participant has submitted their feedback, when they complete the form, then they should see a confirmation message indicating successful submission.

Feedback Mechanism Post-Session: The system should allow participants to edit their feedback within a certain time frame after submission.

Given a participant has submitted feedback, when they return to the form within 30 minutes, then they should have the option to edit their previous submission.

Session Recording and Playback

"As a participant, I want to be able to record and playback the breakout sessions so that I can revisit the discussions and ensure I didn’t miss any important points."

Description

This requirement allows for the recording of breakout sessions, enabling participants to review discussions and outcomes at a later time. Recorded sessions can be accessed on demand, aiding in retention and allowing those who missed the live session to catch up. This feature enhances the value of the discussion and provides an opportunity for reflection and deeper learning, ensuring that the insights gained during discussions are not lost. The expected outcome is improved knowledge retention and accessibility of conversations.

Acceptance Criteria

Recording Breakout Sessions for On-Demand Review

Given a breakout session is ongoing, when the recording is started, then the session should be recorded without interruptions and stored for playback later.

Accessing Recorded Sessions

Given a participant wants to access a recorded breakout session, when they navigate to the recordings section, then they should see an organized list of available recordings with descriptions and timestamps.

Playback Functionality of Recorded Sessions

Given a recorded breakout session is selected, when the participant plays the recording, then they should have control to play, pause, rewind, or fast forward through the session without quality loss.

Notifications for New Recorded Sessions

Given a new breakout session has been recorded, when the recording is available, then all participants should receive an email notification with a link to access the recording.

Duration and Quality of Recordings

Given a breakout session recording is completed, when the recording is saved, then it should be of high quality with a minimum resolution of 720p and no more than a 5-minute processing delay before it becomes available for playback.

Retention Policy for Recorded Sessions

Given the organization uses the recording feature, when the recordings exceed 90 days, then they should be automatically archived or deleted according to the organization's policy settings.

Workshop Video Replay

An option for participants to access recorded sessions of workshops, offering the ability to revisit discussions and ideas shared during the meeting. This is particularly beneficial for those unable to attend live or for participants wanting to review key points for deeper understanding.

Requirements

Workshop Recording Access

"As a remote team member, I want to access the recorded sessions of workshops so that I can revisit the discussions and ideas shared, ensuring I don’t miss out on key points that may have been discussed during my absence."

Description

The Workshop Recording Access requirement allows participants to retrieve and watch recorded sessions of workshops. This feature would enable users who were unable to attend live sessions, or those wishing to revisit the content for better comprehension, to access valuable discussions and ideas shared during the meeting. The functionality will integrate seamlessly with the existing video conferencing system within TeamSync, ensuring that recordings are easily stored, searchable, and retrievable. This feature is crucial as it significantly enhances the value of live workshops, promotes a culture of continuous learning, and supports remote team members’ varying schedules and needs, ultimately improving team cohesion and understanding.

Acceptance Criteria

Workshop Video Replay access for users who missed the live session.

Given a user has registered for a workshop, when they log into TeamSync after the workshop, then they should see an option to access the recorded session in their dashboard.

Workshop Video Replay retrieval and playback functionality.

Given a user clicks on the recorded session link, when the playback starts, then the user should be able to play, pause, rewind, and fast-forward the video without interruptions.

Searchability of recorded workshop sessions.

Given a user is on the workshop recordings page, when they enter a keyword related to topics discussed in the workshop, then the system should return relevant recordings that contain the keyword.

Integration of workshop video replays with existing video conferencing system.

Given a workshop is completed, when the recording is processed, then it should automatically be stored in the relevant section of TeamSync without manual intervention.

User notifications for newly available workshop recordings.

Given a workshop has been recorded, when the recording is available, then all registered users should receive a notification via email and in-app alert regarding the new recording.

Searchable Workshop Archive

"As a team leader, I want to search through past workshop recordings easily so that I can quickly find discussions relevant to our current projects and strategies, allowing for informed decision-making."

Description

The Searchable Workshop Archive requirement facilitates the organization and retrieval of past workshop recordings through a robust search functionality. Users will be able to filter recordings by keywords, date, or topics discussed, allowing for quick access to relevant sessions. This feature will not only enhance user experience by saving time but also support continuous learning within the team, making it easier to find and reference past discussions. This will integrate with existing tagging systems and will leverage the metadata associated with recordings to create a user-friendly interface for efficient searching.

Acceptance Criteria

User searches for a past workshop recording using a keyword related to the workshop topic.

Given the user is on the Searchable Workshop Archive page, when they enter a specific keyword in the search bar and click 'Search', then they should see a list of relevant recordings that match the keyword, sorted by date.

User wants to filter workshop recordings by date to find sessions held within a specific time frame.

Given the user is on the Searchable Workshop Archive page, when they select a date range from the date filter and click 'Apply', then the system should display only those recordings that took place within that date range.

User decides to review a past workshop recording and wants to quickly get to a specific section of interest.

Given the user is viewing a recording, when they utilize the provided timestamp links that correspond to topics discussed, then they should be taken directly to the specified segment of the recording, ensuring efficient time use.

User wants to see all recordings tagged with a certain topic to aid in their learning.

Given the user is on the Searchable Workshop Archive page, when they click on a specific topic tag, then they should see all past workshop recordings associated with that tag, displayed in reverse chronological order.

User attempts to access a workshop recording that they have previously bookmarked.

Given the user has bookmarked a workshop recording, when they navigate to the Bookmarked section of the Searchable Workshop Archive, then they should see the bookmarked recording and be able to play it directly from that section.

User needs to get support for finding a video that was recorded in a workshop last month.

Given the user accesses the Help section of the Searchable Workshop Archive, when they submit a support request for assistance in locating a recording, then they should receive a confirmation prompt that their request has been submitted successfully.

Notification for New Recording Availability

"As a team participant, I want to receive notifications when new workshop recordings are available, so that I won’t miss the opportunity to catch up on important discussions and stay aligned with the team’s direction."

Description

The Notification for New Recording Availability requirement will notify participants when new workshop recordings are available for viewing. This feature ensures that all relevant team members stay informed and can easily access new materials that can enhance their understanding and participation in ongoing projects. Users will receive real-time notifications through the TeamSync platform and can opt-in for email alerts. This feature promotes engagement with recorded content and guarantees that team members are kept up-to-date with the latest discussions and insights shared in workshops.

Acceptance Criteria

Participants receive notifications when a new workshop recording is available after the live session has ended.

Given a workshop has been recorded and uploaded, when the system detects the new recording, then all opted-in participants receive a real-time notification through the TeamSync platform and an optional email alert.

Users can manage their notification preferences for new recording alerts.

Given a user is in their account settings, when they select notification preferences, then they should see options to opt-in or opt-out of notifications for new workshop recordings and save their preferences successfully.

Participants who missed the live workshop can access the recording.

Given a participant who was unable to attend the live workshop, when they receive a notification about the new recording, then they should be able to access the recording through a direct link provided in the notification message.

Recording notifications are sent to all relevant team members without error.

Given a recording notification is triggered, when the system processes this notification, then it should accurately send notifications to all relevant team members while logging any errors for audit purposes.

Participants can view a history of notifications for new recordings.

Given a user is viewing their notification history, when they access the section, then they should see a list of all recorded session notifications received, including dates and titles of the workshops.

Users can report issues with the notification system.

Given a user experiences issues with receiving notifications, when they access the report issue functionality, then they should be able to submit a support request detailing their issue.

The notification system performs consistently under load.

Given multiple workshops are being conducted simultaneously, when new recording notifications are issued, then the system should successfully deliver notifications to all opted-in participants without delay or failure.

User Feedback on Recordings

"As a workshop attendee, I want to provide feedback on the recorded session so that I can share my thoughts on its effectiveness and suggest improvements for future workshops."

Description

The User Feedback on Recordings requirement enables users to provide feedback on workshop recordings. After viewing a recorded session, participants can rate the content and provide comments on the effectiveness and relevance of the workshop materials. This functionality helps gather insightful feedback that can be used to improve future workshop quality. Moreover, it can help foster a collaborative learning environment by allowing team leaders to understand participant engagement and identify content gaps. The feedback system will be integrated into the recording interface and will facilitate tabulation and analysis of responses.

Acceptance Criteria

User submits feedback after watching a recorded workshop session on TeamSync.

Given the user has viewed a workshop recording, when they access the feedback form, then they should be able to rate the session on a scale of 1 to 5 and provide optional comments in a text box.

Presenter reviews feedback received on a specific workshop session.

Given that feedback has been submitted by multiple users, when the presenter accesses the feedback summary, then they should see aggregated ratings and comments for the session organized by themes for easy analysis.

User attempts to submit feedback without watching the recording.

Given the user has not viewed a workshop recording, when they try to access the feedback form, then they should receive an error message stating that feedback can only be submitted after viewing the session.

User checks the confirmation of submitted feedback on workshop recordings.

Given the user has submitted feedback, when they submit their response, then they should receive a confirmation message stating that their feedback was successfully recorded.

Admin analyzes feedback for overall workshop effectiveness.

Given multiple feedback submissions for various workshop sessions, when the admin generates a report, then the report should include average ratings and trends over time for each session and key themes from participant comments.

User wants to edit their feedback after submission.

Given the user has submitted feedback, when they access their previous feedback, then they should have the option to edit or delete their feedback within a specific timeframe.

User wants to filter feedback by rating.

Given multiple feedback entries have been submitted, when the user applies a filter to view feedback ratings, then the system should display only the feedback that meets the selected rating criteria.

Creative Challenge Generator

A tool that proposes creative challenges or prompts for workshops to stimulate innovative thinking. This generator encourages spontaneity and out-of-the-box solutions, enhancing the creativity and engagement of participants during brainstorming or skill-building workshops.

Requirements

Dynamic Challenge Library

"As a workshop facilitator, I want to access a library of creative challenges so that I can enhance engagement and stimulate innovative thinking during our sessions."

Description

The Dynamic Challenge Library requirement involves creating a comprehensive, adaptable database of creative challenges and prompts that can be accessed by users. This feature should allow users to filter and search for challenges based on various criteria such as difficulty level, topic, duration, and intended outcomes. The library will enhance the engagement and effectiveness of workshops by providing a rich set of tools for facilitators to draw upon. By integrating this library within the TeamSync platform, users can effortlessly pull challenges into their sessions, fostering innovation and collaboration among team members. This will ultimately lead to more productive brainstorming sessions and skill-building opportunities, ensuring user satisfaction and increased platform usage.

Acceptance Criteria

Dynamic Challenge Library Retrieval and Filtering

Given a user is on the Dynamic Challenge Library page, when they apply filters based on difficulty level, topic, duration, and intended outcomes, then the displayed challenges should update to reflect only those that meet the selected criteria.

Challenge Addition to Workshop Session

Given a user selects a challenge from the Dynamic Challenge Library, when they click on 'Add to Workshop', then the selected challenge should be successfully added to their ongoing workshop session, and a confirmation message should be displayed.

Challenge Search Functionality

Given a user is on the Dynamic Challenge Library page, when they enter a search term related to a challenge, then the system should return all challenges that match the search term within two seconds.

User Feedback Collection

Given a user has completed a workshop using challenges from the Dynamic Challenge Library, when they are prompted to provide feedback, then the feedback submission should be successful, and a thank you message should be shown.

Challenge Rating System

Given a user accesses a challenge detail view from the Dynamic Challenge Library, when they submit a rating between 1 to 5 stars, then the rating should be recorded and the average rating for that challenge should update accordingly.

Mobile Access to Dynamic Challenge Library

Given a user accesses TeamSync on a mobile device, when they navigate to the Dynamic Challenge Library, then the interface should be fully functional and adaptive, allowing users to filter, search, and add challenges without loss of functionality.

Integration with TeamSync Dashboard

Given a user integrates the Dynamic Challenge Library with their TeamSync dashboard, when they save their preferred challenges, then those challenges should appear on their customized dashboard for easy access during sessions.

Customizable Challenge Criteria

"As a workshop facilitator, I want to customize the challenge criteria so that I can ensure the prompts align with the objectives and dynamics of my team."

Description

The Customizable Challenge Criteria requirement allows facilitators to define specific parameters for the challenges generated by the Creative Challenge Generator. This feature is crucial as it adapts to the unique needs of different workshops, enabling users to set the tone and direction of their sessions. Facilitators will be able to select criteria such as the number of participants, time constraints, and specific goals they wish to achieve. This functionality will make the challenge generator more versatile and tailored to individual workshop styles, enhancing the creativity and relevance of the prompts offered.

Acceptance Criteria

Facilitators can define custom parameters for brainstorming sessions using the Creative Challenge Generator.

Given a facilitator accesses the Customizable Challenge Criteria, when they input parameters such as the number of participants and time limits, then the generator successfully validates and saves these settings without errors.

Facilitators want to customize prompts based on specific workshop goals for a creativity workshop using the Creative Challenge Generator.

Given the facilitator specifies the workshop goals during setup, when using the generator, then the generated challenges align with the defined goals, ensuring relevance for the session.

A facilitator needs to adjust challenge criteria mid-session to maintain participant engagement during a workshop.

Given a facilitator modifies challenge settings while the session is ongoing, when they apply the changes, then the generator immediately updates the challenges displayed to reflect the new criteria without disruption.

Different types of workshops require diverse challenge attributes, necessitating flexibility from the generator.

Given multiple types of workshops, when facilitators select different attributes (e.g., team building vs. skill enhancement), then the generator produces unique challenges suitable for each workshop type.

Facilitators want to test the generator for different participant sizes to gauge effectiveness during workshops.

Given a facilitator inputs various participant sizes into the Customizable Challenge Criteria, when they generate challenges, then the output accurately reflects the complexity and appropriateness for each specified group size.

Facilitators review previous sessions to adjust future challenges based on feedback.

Given facilitators access past session data with participant feedback, when using this data to inform criteria settings, then the generated challenges reflect improvements based on this historical feedback.

Live Challenge Feedback Loop

"As a participant in a workshop, I want to give real-time feedback on the creative challenges so that I can help improve the relevance and engagement of our sessions."

Description

The Live Challenge Feedback Loop requirement introduces a feature that allows participants to provide real-time feedback on the challenges presented during workshops. This will include ratings, comments, and suggestions, creating a dynamic interaction between facilitators and team members. By encouraging participants to share their thoughts immediately, facilitators can adjust the challenges on the fly, optimizing the engagement and creative output of the session. Integrating this feedback loop into TeamSync platform will make workshops more responsive and tailored to participants' needs, fostering a collaborative environment that promotes innovative thinking.

Acceptance Criteria

Real-time Feedback Submission During a Workshop Session

Given a live workshop using TeamSync, when a participant receives a challenge prompt, then they should be able to submit feedback in the form of a rating (1 to 5 stars) and a comment within 2 minutes of the prompt being displayed.

Facilitator Review of Feedback

Given that participants have submitted feedback during the workshop, when a facilitator views the feedback summary, then they should see a summarized rating score and a list of participant comments immediately after the feedback window closes.

Modification of Challenges Based on Feedback

Given that participants have provided feedback on a challenge, when the facilitator reviews the feedback and decides to modify the challenge, then the updated challenge should be automatically communicated to all participants within 5 minutes of the feedback review.

Anonymous Feedback Option

Given that feedback is being collected during a workshop, when participants are prompted to submit their feedback, then they should have the option to submit feedback anonymously while still providing a valid rating and comment.

Feedback Impact Analysis Post-Workshop

Given that a workshop has concluded, when the facilitator analyzes the feedback received, then they should be able to generate a report showing the average ratings and key themes from participant comments to inform future workshops.

Real-time Notification of Feedback Submission

Given a live workshop with an active feedback session, when a participant submits their feedback, then all participants and facilitators should receive a real-time notification confirming that feedback has been submitted for that challenge.

Engagement Tracking from Feedback Responses

Given that participants are providing feedback, when analyzing engagement metrics, then the system should track and report the number of feedback submissions as a percentage of total participants for each challenge presented.

Seamless App Connections

Easily connect and integrate your favorite third-party applications with TeamSync using a user-friendly interface. This feature simplifies the setup process, allowing users to quickly link tools like project management apps, CRM systems, and communication platforms, enhancing productivity by creating a cohesive workflow.

Requirements

Easy Third-party Connections

"As a team leader, I want to easily integrate my project management tool with TeamSync so that my team can access all the necessary resources in one place without switching between applications."

Description

This requirement entails creating an intuitive interface for users to connect and integrate a wide variety of third-party applications with TeamSync. It aims to simplify the setup process, offering quick linking options to popular tools such as project management apps, CRM systems, and communication platforms. The integration will create a seamless workflow, allowing users to enhance productivity by managing tasks and communications within a single platform. The user-friendly design will ensure that even those with limited technical skills can complete the integration without extensive training or support.

Acceptance Criteria

User connects a popular project management app (e.g., Trello) to TeamSync for the first time using the intuitive interface.

Given the user is on the integration page, when they select Trello and click 'Connect', then a successful connection message should be displayed and the Trello board should be accessible from TeamSync.

A user with limited technical skills needs to integrate a CRM system (e.g., Salesforce) with TeamSync without prior training.

Given the user is on the integration interface, when they follow the step-by-step prompts to connect Salesforce, then the connection should be completed in under five minutes with no errors displayed.

An admin wants to verify the integration status of various third-party applications connected to TeamSync.

Given the user is an admin, when they access the 'Connected Apps' dashboard, then they should see a list of all connected applications along with their current status (Connected/Disconnected).

A user attempts to connect a non-compatible application to TeamSync.

Given the user selects a non-compatible application from the dropdown menu, when they click 'Connect', then an error message should inform them that the application is not supported.

A user wants to remove a third-party application connection from TeamSync.

Given the user is on the 'Connected Apps' page, when they select an application and confirm the removal, then the application should be removed and not displayed in the list of connected apps anymore.

A user decides to integrate multiple applications (e.g., Slack and Dropbox) simultaneously with TeamSync.

Given the user selects multiple applications to connect at once, when they click 'Connect All', then all selected applications should be integrated successfully within a predefined time limit of two minutes, with corresponding success messages for each.

A user wants to receive help while trying to connect a third-party application.

Given the user is on the integration interface, when they click on the 'Help' button, then a help section should open displaying FAQs and troubleshooting tips related to third-party integrations.

Automated Notifications for Connections

"As a user, I want to receive instant notifications whenever I connect a third-party app so that I can be assured that the setup is complete and functioning well."

Description

This requirement focuses on implementing an automated notifications system that alerts users when their connections with third-party applications are successfully established or if they encounter any issues during the integration process. The benefit of this feature is to reduce user uncertainty and provide clear, instant feedback, helping users troubleshoot quickly and maintain a smooth workflow. By keeping users informed, this requirement will enhance the overall user experience and ensure consistent software performance during integration.

Acceptance Criteria

User connects a third-party project management application to TeamSync for the first time.

Given the user has access to TeamSync and the project management app, when they initiate the connection process, then a success notification should be displayed upon successful integration.

User attempts to connect a third-party CRM system to TeamSync but encounters an error during integration.

Given the user has the necessary credentials and permissions, when they attempt to connect the CRM system and an error occurs, then an error notification should be displayed detailing the issue encountered.

User reviews their connected third-party applications in TeamSync.

Given the user is logged into TeamSync, when they view the integration settings page, then they should see a list of all successfully connected applications along with their status indicators.

User disconnects a third-party communication platform from TeamSync.

Given the user has previously connected the communication platform, when they select to disconnect it, then a confirmation notification should appear, and upon confirmation, a success notification should confirm the disconnection.

User encounters an issue while trying to reconnect a previously disconnected third-party file-sharing app.

Given the user attempts to reconnect the file-sharing app, when the connection fails, then a detailed error notification should be displayed, guiding the user to possible resolutions.

Customizable Integration Settings

"As a project manager, I want to customize the integration settings for my tools so that I can control what data is shared and how my team interacts with those applications."

Description

This requirement details the creation of customizable integration settings that allow users to tailor how third-party applications interact with TeamSync. Users will have the ability to define which data is shared, control notifications, and set permissions for accessing integrated applications. This customization will empower users to optimize their workflow according to their specific needs and ensure privacy and security based on their preferences. Additionally, it increases the adaptability of TeamSync for various teams and projects.

Acceptance Criteria

User Customization of Data Sharing Preferences

Given a user is logged into TeamSync, when they access the customizable integration settings, then they must be able to select specific data fields to share with integrated third-party applications, and those selections are reflected in the integration configuration.

Control Over Notification Settings

Given a user is using TeamSync, when they navigate to the notifications settings within the integration options, then they should be able to toggle notifications for each connected app, and the changes should take immediate effect.

Custom Permission Settings for Integrated Applications

Given a user has integrated a third-party application with TeamSync, when they set permissions for data access, then the permissions should restrict the third-party application’s access to only the data specified by the user.

User Feedback on Custom Integration Process

Given that a user has completed the setup of a third-party integration, when they provide feedback through a feedback form, then the feedback should be successfully submitted, allowing them to express their satisfaction or issues encountered during setup.

Testing Integration with Multiple Applications

Given a user wants to connect multiple applications, when they enable integration for a second application, then the user should be able to independently customize settings for both applications without conflicts or overlaps in configurations.

Saving Custom Settings and Revisions

Given a user is adjusting their integration settings, when they save their settings, then they should receive a confirmation message, and the settings must be accurately reflected when the user revisits the integration settings page.

Privacy and Security Settings Clarity

Given a user is viewing integration settings, when they look at the privacy and security options, then they must see clear instructions and guidelines on how their data will be used, providing assurance about their privacy.

Integration Troubleshooting Guide

"As a user who struggles with technical issues, I want access to a troubleshooting guide for third-party integrations so that I can resolve connection problems on my own without needing to contact support."

Description

This requirement involves developing a comprehensive troubleshooting guide for users who encounter issues while connecting their third-party applications. The guide will provide step-by-step instructions, FAQs, and common solutions to help users resolve issues independently. By offering this resource, TeamSync will enhance user satisfaction by reducing dependency on customer support for minor issues, leading to a more seamless integration experience and encouraging users to maximize the use of connected applications.

Acceptance Criteria

User initiates the integration of a third-party application and needs support for common issues during setup.

Given the user is on the integration setup page, When they click on 'Troubleshooting Guide', Then they should be redirected to a detailed troubleshooting section that includes FAQs, common pitfalls, and solutions related to the integration process.

A user encounters an error when trying to connect their CRM system and seeks guidance from the troubleshooting guide.

Given the user faces an error while connecting their CRM system, When they consult the troubleshooting guide, Then they should find a relevant section detailing the error code and suggested steps to resolve it easily.

Users report common issues faced during third-party app integrations and seek self-resolution options.

Given the troubleshooting guide has been published, When users access it searching for common issues, Then they should find a searchable index that allows them to quickly locate solutions for specific integration problems.

A user is looking for detailed instructions on how to set up integrations with various project management tools.

Given the user accesses the troubleshooting guide, When they navigate to the section for project management tools, Then they should see step-by-step instructions for integrating at least three different project management tools, including screenshots for clarity.

A new user's first experience with the integration feature involves resolving a connection issue with their file sharing app.

Given a new user is directed to the troubleshooting guide after a failed integration attempt, When they follow the guide, Then they should be able to successfully troubleshoot their issue without needing to contact customer support, as confirmed by a follow-up survey.

Customers provide feedback on the usability of the troubleshooting guide after using it to resolve issues.

Given that users have accessed the troubleshooting guide, When they are prompted to leave feedback on its effectiveness, Then at least 80% of respondents should rate the guide as 'helpful' or 'very helpful' based on their experience using it.

Feedback Collection Feature Post-Integration

"As a user, I want to provide feedback on my experience with integrating third-party applications so that my suggestions can help improve the feature for future users."

Description

This requirement centers on implementing a feedback collection feature that allows users to submit their experiences and suggestions after connecting third-party applications to TeamSync. The feedback will serve as valuable insight for future enhancements and improvements, helping the development team understand user challenges and preferences better. This continuous feedback loop will facilitate more user-centered development and benefit new users by refining the integration process.

Acceptance Criteria

User submits feedback after integrating a project management tool via TeamSync.

Given a user has successfully integrated a project management tool, when they navigate to the feedback collection section, then they should be able to submit their feedback through a simple form that captures their experience.

User receives confirmation after submitting feedback.

Given a user has submitted feedback through the feedback collection form, when the feedback submission is successful, then they should receive a confirmation notification indicating their feedback has been received.

System records feedback for analysis.

Given a user has submitted feedback, when the feedback is captured, then it must be stored in the database with a timestamp and user identifier for future analysis.

User accesses previously submitted feedback for review.

Given a user has submitted feedback in the past, when they navigate to the feedback history section, then they should be able to view a list of their previously submitted feedback entries.

User sees guidance on providing effective feedback.

Given a user is on the feedback collection page, when they view the instructions, then they should see tips on providing effective feedback including examples and desired formats.

Feedback collection is compatible with all integrated third-party applications.

Given a user has connected various third-party applications, when they access the feedback feature, then they should be able to provide feedback regardless of the specific application integrated.

Automated Task Syncing

Automatically sync tasks between TeamSync and connected applications to ensure that all team members are on the same page. This feature minimizes manual data entry and reduces the risk of overlooking tasks, streamlining project management and ensuring consistency across platforms.

Requirements

Real-time Task Updates

"As a team member, I want to receive instant notifications on task updates from linked applications so that I can stay informed and adjust my workload accordingly without delay."

Description

This requirement entails the implementation of real-time synchronization of tasks among connected applications within TeamSync. By managing task updates in real-time, users will receive instantaneous notifications about changes made to tasks, ensuring that everyone is informed and reducing the chances of miscommunication. This feature enhances collaboration by providing teams with the most up-to-date information, fostering accountability and allowing for agile responses to project developments. The real-time nature of this feature keeps all stakeholders aligned, thereby minimizing delays and optimizing project flow.

Acceptance Criteria

User receives a notification for a task status change in a project management tool integrated with TeamSync.

Given a task is updated in the connected application, When the update is saved, Then a real-time notification should be sent to all team members involved in the task.

Users can view the most recent task updates in TeamSync without needing to refresh the application.

Given a user is viewing the task list in TeamSync, When a task is updated in real-time, Then the task list should automatically refresh to show the most recent changes.

All users are automatically synced to the same view of tasks during a TeamSync meeting.

Given a meeting is initiated in TeamSync, When multiple users join the meeting, Then all participants should see a synchronized view of tasks and updates reflected in real-time.

A user edits a task on TeamSync and needs to verify that the change is reflected back in the connected application.

Given a user edits a task in TeamSync, When the task is saved, Then the changes should be instantly visible in the connected application without manual intervention.

Team members receive alerts when a high-priority task is updated.

Given a high-priority task is updated, When the update occurs, Then an alert should be sent to all team members assigned to high-priority tasks, ensuring immediate awareness and response.

Users can filter tasks by their last update time to prioritize their workflow.

Given a user is viewing tasks in TeamSync, When they select to filter tasks by last update time, Then only tasks updated within the selected time frame should be displayed in the task list.

Task Mapping Configuration

"As a project manager, I want to configure task mapping rules between TeamSync and my other tools, so that I can facilitate seamless data flow and accommodate my team’s workflow preferences."

Description

The requirement involves enabling users to customize task mapping settings between TeamSync and their connected applications. Users should have the ability to define specific rules for how tasks from different platforms are linked and synced. This functionality will allow teams to tailor the integration to their unique workflows and ensure that relevant tasks are captured and synced effectively. By providing flexibility in task mapping, TeamSync can accommodate diverse project management methodologies used by different teams and help to create a cohesive remote working environment.

Acceptance Criteria

User accesses the task mapping configuration settings to define how tasks from TeamSync are linked with tasks from Jira.

Given the user is in the task mapping configuration settings, when they select a Jira task type to map to a TeamSync task type, then the mapping should be successfully saved and applied for all future tasks.

Team member modifies an existing task mapping rule and saves the changes.

Given the user has modified an existing mapping rule, when they click the 'Save' button, then the updated rule should reflect in the task mapping settings, and all tasks should sync according to the new rule without error.

A user attempts to sync tasks after setting up their mapping with multiple applications (e.g., Google Tasks, Asana, and Trello).

Given the user has completed task mapping setup with Google Tasks, Asana, and Trello, when they trigger a sync, then tasks from all connected applications should sync into TeamSync accurately, reflecting all updates made since the last sync.

Admin reviews the task mapping logs to verify successful task syncs.

Given the admin accesses the task mapping logs, when they search for a specific date range, then all task sync entries should be displayed, and the records should show successful or failed status with error messages for any failures.

User tries to delete a task mapping configuration.

Given the user selects a specific task mapping to delete, when they confirm the deletion, then the task mapping should be removed, and all associated tasks should no longer be synced from the deleted mapping.

User operates the system with a connection failure to one of the integrated applications.

Given the user is connected to TeamSync and one integrated application fails to respond, when they initiate a sync, then system should display an error message indicating the connection issue while successfully completing syncing with other connected applications.

Notification Preferences for Sync Changes

"As a user, I want to set my notification preferences for task syncing changes, so that I can receive important updates in a way that suits my working style without being overwhelmed by excessive notifications."

Description

This requirement includes the implementation of customizable notification settings that allow users to choose how they want to be notified about task sync changes. Whether through push notifications, email alerts, or in-app messages, users will have the option to set their preferred method of notifications. This flexibility enhances the user experience by allowing teams to maintain control over their notification preferences, reducing information overload while ensuring that critical updates are not missed.

Acceptance Criteria

User selects their notification preferences for task sync changes within the TeamSync application settings.

Given the user is on the notification preferences page, when they select their preferred notification method (push, email, or in-app), then the selection should be saved and applied to future task syncs.

User receives notification for task sync changes based on their selected preference.

Given the user has selected 'email alerts' for task sync notifications, when a task sync occurs, then the user should receive an email notification containing details of the changes.

User modifies their notification preferences after initially setting them up.

Given the user has previously set notification preferences, when they update their preferences and save, then the new preferences should override the old settings and take effect immediately.

User is notified of task sync changes when there are multiple tasks affected.

Given the user has selected 'push notifications' and multiple tasks are synced, when the sync occurs, then the user should receive a single consolidated push notification summarizing the changes.

User opts out of notifications and verifies that no alerts are received during a task sync.

Given the user has chosen 'no notifications' for task sync updates, when a task sync occurs, then the user should not receive any form of notification (push, email, or in-app).

User accesses and reviews their previous notification settings.

Given the user wishes to review their notification settings, when they navigate to the notification preferences page, then the user should see their previously selected preferences displayed clearly and accurately.

User encounters an error when trying to save their notification preferences and receives feedback.

Given the user attempts to save their notification preferences but encounters an error, when they try to save, then the application must display a meaningful error message indicating what went wrong and how to correct it.

Error Handling & Recovery Process

"As a team lead, I want to be promptly notified if there’s an error in task synchronization, so that I can address the problem quickly and ensure our project remains on track."

Description

This requirement focuses on establishing robust error handling mechanisms that will manage failures in task syncing between TeamSync and connected applications. Users need to be alerted in a clear manner when sync issues occur, with detailed information on the nature of the issue. Additionally, an automatic recovery process should be in place to attempt resynchronization whenever a failure is detected. This feature will help maintain data integrity and user trust by providing transparency and minimizing the impact of sync errors on project management.

Acceptance Criteria

System alerts the user when there is a sync failure between TeamSync and connected applications.

Given a sync failure occurs, when the failure is detected, then the user should receive a notification with details about the error, including the type of error and time of occurrence.

Automatic resynchronization process is triggered after a sync failure.

Given a sync failure notification is sent, when the system attempts to resynchronize, then the user should receive a follow-up notification regarding the success or failure of the recovery attempt.

Users can view a log of all sync errors that have occurred.

Given that at least one sync error has occurred, when the user navigates to the error log section, then they should see a list of all sync errors, including timestamps and error types.

User experience during sync failure is seamless and does not disrupt ongoing tasks.

Given a sync failure occurs, when the user continues to work on TeamSync, then their ongoing tasks should remain unaffected, with no errors appearing in the current workflow.

Users should be able to manually initiate a sync after a failure has been reported.

Given a sync failure notification has been received, when the user clicks the 'Retry Sync' button, then the system should attempt to resynchronize tasks and provide feedback on the result.

Historical Data Tracking for Syncs

"As a project coordinator, I want to access historical data on task syncing events, so that I can analyze past synchronization patterns and understand the context for current project statuses."

Description

This requirement aims to capture and store historical data regarding task synchronization events between TeamSync and external applications. Users should be able to access a log that details past sync actions, including successes, failures, and any modifications made to tasks. This feature can serve as an audit trail for users to review task histories, ensuring they have the context for any discrepancies and enabling informed decision-making during project assessments and retrospectives.

Acceptance Criteria

User views the historical data log for task synchronizations to review past activities related to tasks.

Given the user is logged into TeamSync, when the user navigates to the historical data log, then the user should see a complete list of all task sync actions, including timestamps, successes, failures, and modifications.

User filters the historical synchronization log to view only failed sync transactions.

Given the user is on the historical data log page, when the user applies a filter for failed sync transactions, then only failed sync entries should be displayed, along with relevant error messages.

Administrator exports the historical task synchronization data for external reporting purposes.

Given the administrator is on the historical data log page, when the administrator selects the export option, then a valid CSV file should be generated and downloaded containing all historical sync data according to the selected display options.

User accesses details of a specific historical sync event to investigate a failure.

Given the user is viewing the historical data log, when the user clicks on a specific failed sync entry, then the user should see detailed information about that sync event, including error codes and affected tasks.

User receives notifications for sync failures and successes after each synchronization event.

Given the user has enabled notifications, when a task synchronization occurs, then the user should receive an email or in-app notification detailing the success or failure of that sync, including pertinent details.

User searches for a specific task in the historical log to find related sync events.

Given the user is on the historical data log page, when the user enters a task ID in the search bar, then only entries related to that task ID should be displayed in the log.

User reviews sync logs to ensure compliance with internal auditing standards.

Given the user is a compliance officer, when the user accesses the historical data log, then the log should meet specified auditing criteria, including retention policy and accessibility standards for review.

Custom Workflow Automation

Create personalized workflows by setting triggers and actions between TeamSync and other applications. Users can automate routine tasks, such as updating project statuses or notifying team members about changes, thereby saving time and improving efficiency in day-to-day operations.

Requirements

Trigger-Based Actions

"As a project manager, I want to set up trigger-based actions so that my team receives real-time notifications when project statuses change, ensuring everyone is updated without manual intervention."

Description

This requirement focuses on enabling users to create triggers that initiate specific actions within TeamSync or external applications. Users will specify conditions, such as a status change in a project or the arrival of a message in Slack, that will automatically prompt a predefined action, such as sending an alert to team members or updating a task in the project management system. This automation reduces manual tasks, ensuring that team members stay informed and tasks are updated without additional effort. The integration of various external applications, such as email and CRM systems, will streamline workflows and enhance productivity by eliminating redundancy and ensuring timely updates across platforms.

Acceptance Criteria

User creates a trigger to notify team members about project status changes.

Given a user specifies a project status change trigger, when the status is updated, then the specified team members receive an automatic notification.

Triggering an action to update tasks in an external project management tool.

Given the user sets a trigger for a task completion in TeamSync, when the task is marked as complete, then the corresponding task in the external project management tool is updated to reflect this change.

Integrating a trigger with Slack to send alerts when a new message is received.

Given a user creates a trigger for new Slack messages, when a new message arrives in a specified channel, then an alert is sent to the user or a designated group in TeamSync.

Setting up an email alert when urgent issues are reported in TeamSync.

Given a user configures a trigger for urgent issue reports, when an issue is marked as urgent, then an email alert is automatically sent to the specified stakeholders.

User defines multiple triggers for different actions linked to CRM updates.

Given the user establishes multiple triggers for various CRM events, when any of those events occur, then the appropriate action is executed in TeamSync for each corresponding trigger.

Testing the responsiveness of trigger-based actions under heavy load.

Given a high volume of project status changes occurs simultaneously, when all triggers are executed, then each action is completed successfully within the specified response time.

User customizes a workflow with a combination of different triggers and actions.

Given a user customizes a workflow with various triggers and actions, when the workflow is activated, then all triggers function correctly as per the defined conditions, executing the linked actions without errors.

Customizable Workflow Templates

"As a team leader, I want to create customizable workflow templates so that I can quickly replicate successful processes for future projects, thereby improving our team's efficiency and minimizing setup time."

Description

The requirement for customizable workflow templates allows users to create, save, and reuse specific workflows tailored to their unique project needs. Users can define a series of automated actions and triggers within these templates, simplifying the setup process for similar future projects. This feature not only saves time but also ensures consistency in task management and execution across multiple teams. Users will benefit from a library of pre-built templates that they can modify to suit their preferences, promoting efficiency and standardization within the organization.

Acceptance Criteria

Users can create and save a custom workflow template based on their current project processes.

Given a user is logged into TeamSync, when they create a new workflow with specific triggers and actions, then the system must allow them to save this workflow as a customizable template for future use.

Users are able to modify an existing custom workflow template.

Given a user has a saved custom workflow template, when they open that template, then they must be able to edit the triggers and actions and save it again without errors.

Users can access a library of pre-built workflow templates to facilitate task automation.

Given the user selects the option to browse templates, when they view the library, then they must see a list of at least 10 pre-built templates that can be used or modified for their projects.

Users can successfully delete a custom workflow template that they no longer need.

Given a user has selected a custom workflow template from their saved list, when they choose to delete it, then the system must remove the template from their library without affecting other templates.

Users receive notification when actions within a workflow template are triggered.

Given a user has set up a workflow template with notification triggers, when the specified action takes place, then relevant users must receive an automated notification via TeamSync messaging.

Users can export a custom workflow template to share with other team members.

Given a user has a completed custom workflow template, when they select the export option, then they must be able to generate a shareable link or file that other users can import into their own TeamSync accounts.

New users can find guidance on how to create and customize workflow templates.

Given a new user accesses the workflow automation feature, when they view the help section, then they must see a tutorial or guide that explains how to create and customize workflow templates effectively.

Integration with Third-Party Apps

"As a product manager, I want TeamSync to integrate with my existing CRM so that I can automate updates and notifications, keeping all stakeholder information synchronized and up-to-date without manual entry."

Description

This requirement centers on ensuring that TeamSync can seamlessly integrate with various third-party applications that users frequently employ, such as CRM, project management, and productivity tools. By enabling these integrations, users can automate tasks across different platforms without needing to switch between applications. The integration will facilitate data synchronization and real-time updates across tools, enhancing overall workflow consistency and accuracy. Users will benefit from streamlined operations where actions performed in one tool reflect instantly in another, fostering a cohesive working environment.

Acceptance Criteria

Integration with a CRM tool for updating client status in real-time.

Given a user is logged into TeamSync and has connected to their CRM, when the user updates a client's status in the CRM, then the change should reflect in TeamSync within 5 seconds.

Automating task notifications for project management updates.

Given a user has set up a trigger for task updates in TeamSync, when a task status is changed in the project management tool, then the assigned team members should receive a notification via TeamSync within 2 minutes.

Synchronizing file updates between TeamSync and a cloud storage provider.

Given a team member uploads a new version of a document to a linked cloud storage account, when the upload is completed, then the update notification should appear in TeamSync's file section within 3 minutes.

Creating a workflow that triggers a meeting based on project milestones.

Given a user sets a milestone in TeamSync, when the milestone is reached, then a meeting should be automatically scheduled on the team's shared calendar within 1 minute.

Integrating with a communication tool for automatic message posting.

Given a user connects TeamSync to their communication tool, when a new project is created in TeamSync, then an automatic message should be posted in the designated channel of the communication tool within 5 seconds.

Real-time synchronization of task assignments across platforms.

Given a user assigns a task in one third-party application integrated with TeamSync, when the assignment is saved, then the task should appear in the corresponding section of TeamSync within 10 seconds.

File sharing between TeamSync and external stakeholders securely.

Given a user wants to share a file with external stakeholders via TeamSync, when the user selects the file and sends the share link, then the link should only be accessible to the specified stakeholders and expire within 24 hours.

Integrated Data Dashboard

Access a comprehensive dashboard that aggregates data from all integrated applications, providing a holistic view of project metrics and team performance. This feature allows users to easily visualize and analyze information from different sources, aiding in informed decision-making and enhancing reporting capabilities.

Requirements

Real-time Data Aggregation

"As a project manager, I want real-time access to aggregated data from all our tools so that I can quickly assess team performance and make informed decisions without delays."

Description

The Integrated Data Dashboard must provide real-time data aggregation capabilities, pulling information from all integrated applications instantly. This functionality enables users to view the latest project metrics, updates, and team performance at any given moment, facilitating prompt decision-making. The feature should incorporate visual indicators to alert users of any significant changes in data, helping teams stay informed about their progress and challenges as they arise.

Acceptance Criteria

Real-time data aggregation during a team project meeting.

Given that the user is in a video conference with team members, when they refresh the Integrated Data Dashboard, then the latest project metrics and updates should be displayed without any noticeable delay.

User receiving alerts for significant changes in project metrics.

Given that the user has the Integrated Data Dashboard open, when there is a significant change in data (such as a task overdue or resource allocation change), then a visual indicator, such as a pop-up notification, should appear to alert the user immediately.

Users analyzing overall team performance through the dashboard.

Given that the user accesses the Integrated Data Dashboard, when they select the performance metrics filter, then a comprehensive view of team performance, including individual contributions and project progress, should be visualized through charts and graphs.

Accessing the dashboard on multiple devices.

Given that the user logs into TeamSync on both a desktop and a mobile device, when they check the Integrated Data Dashboard, then all data should be consistently reflected across both devices in real-time.

Customizing the dashboard layout.

Given that the user wants to personalize their experience, when they drag and drop widgets on the Integrated Data Dashboard, then the layout should be updated instantly, saving the user's preferences for future sessions.

Integrating third-party applications for additional data sources.

Given that the user adds an external application (e.g., Google Sheets) to the Integrated Data Dashboard, when they run a data sync, then the updates from the external application should reflect in the dashboard without errors or data loss.

Reviewing historical data trends over time.

Given that the user selects a date range on the Integrated Data Dashboard, when they apply the filter, then historical data trends should appear corresponding to the selected time frame, enabling analysis of performance over time.

Customizable Dashboard Views

"As a team member, I want to customize my dashboard view to prioritize the information most relevant to my role so that I can work more efficiently and avoid distractions from irrelevant data."

Description

Users should be able to customize their dashboard views according to their individual preferences and specific project needs. This could include options to add or remove widgets, change layout configurations, and save personalized settings. By allowing users to curate their dashboard experience, this feature improves user engagement and ensures that the most relevant data is highlighted prominently, further enhancing productivity and focus during teamwork.

Acceptance Criteria

User customizes dashboard view to add a new widget showing recent tasks from the project management app.

Given the user is on the dashboard, when they select 'Add Widget' and choose 'Recent Tasks', then the new widget should appear on the dashboard displaying the latest tasks in real-time.

User rearranges widgets on the dashboard for their specific layout preference.

Given the user has multiple widgets on their dashboard, when they drag and drop the widgets to their desired position, then the dashboard layout should reflect the new positions immediately without requiring a page refresh.

User saves their customized dashboard settings to retain layout across sessions.

Given the user has customized their dashboard, when they click 'Save Settings', then the dashboard configuration should be saved and reflected the next time the user logs in.

User removes a widget from their dashboard that they no longer need.

Given the user has a widget displayed on their dashboard, when they hover over the widget and select 'Remove', then the widget should disappear from the dashboard without affecting other widgets.

User applies a filter to view only specific project metrics on their dashboard.

Given the user is viewing the dashboard, when they apply a filter for 'Project A', then only the metrics related to 'Project A' should be displayed on the dashboard, with an option to clear the filter.

User receives a confirmation message after successfully saving their customized dashboard settings.

Given the user has saved their dashboard settings, when the save action is completed, then a confirmation message should be shown to the user indicating success.

User can revert back to the default dashboard view at any time.

Given the user has made several customizations to their dashboard, when they click 'Reset to Default', then the dashboard should revert to its original state without saving the current customizations.

Historical Data Analysis

"As a data analyst, I want to analyze historical project data so that I can identify trends and patterns that may influence our future project strategies."

Description

The Integrated Data Dashboard should allow users to track historical data trends over time. This involves integrating features that enable users to select time frames, visualize changes in metrics, and analyze past performance. By providing insights into historical trends, this functionality will enable teams to identify patterns, understand project cycles, and make predictive analyses to improve future workflows and outcomes.

Acceptance Criteria

Historical Data Analysis for Project Metrics

Given a user selects a specific time frame from the Integrated Data Dashboard, when they view the metrics, then the dashboard should display accurate historical trends and changes in project metrics for that selected period.

Visualization of Historical Performance

Given a user has accessed the Integrated Data Dashboard, when they choose to visualize historical data, then they must be able to select varied visualization options (e.g., line graph, bar chart) to represent the data clearly and intuitively.

Analysis of Past Performance Trends

Given a user successfully visualizes historical data, when they analyze the data, then they should be able to identify at least three patterns or trends over the selected time frame that indicate performance changes.

User Customization of Time Frames

Given a user is preparing to analyze historical data, when they attempt to set custom time frames, then the dashboard should allow them to input start and end dates and immediately reflect this change in the displayed metrics.

Predictive Analysis Features

Given a user is reviewing historical data trends, when they utilize the predictive analysis feature, then the system should provide forecasts based on historical data patterns with at least 80% accuracy compared to actual outcomes during the predicted period.

Exporting Historical Data Reports

Given a user has selected a set of historical data, when they initiate the export function, then the system should generate a downloadable report in CSV or PDF format, containing all relevant historical metrics and trends.

User Feedback Mechanism for Historical Data Insights

Given a user has utilized the historical data analysis features, when they provide feedback on the usefulness of the insights gained, then the system should allow users to rate and comment on their experience, which will be aggregated for continuous improvement.

Interactive Data Visualizations

"As a team leader, I want to interact with visual data representations directly so that I can easily interpret complex information and present findings to my team effectively."

Description

The dashboard must include interactive data visualizations, such as charts, graphs, and heatmaps, that facilitate better data interpretation. Users should be able to interact with these visual elements to drill down into specifics, hover for detailed information, and filter data dynamically. This feature will improve the accessibility of critical metrics, allowing users to comprehend complex data sets quickly and make data-driven decisions efficiently.

Acceptance Criteria

User navigates to the Integrated Data Dashboard and selects a specific project to view its metrics visually.

Given the user is on the Integrated Data Dashboard, when they select a project, then the dashboard displays interactive visualizations (charts, graphs, heatmaps) related to that project, allowing for dynamic filtering and drilling down into specifics.

User hovers over a data visualization element to retrieve additional information.

Given a user is viewing an interactive chart, when they hover over a segment, then a tooltip displaying detailed information about that data point is shown, enhancing data comprehension.

User applies a filter to the data shown on the dashboard and expects real-time updates.

Given the user has selected a filter option from the dashboard, when the filter is applied, then the displayed visualizations update in real time to reflect the selected filter criteria.

User wants to export the visualized data for reporting purposes.

Given the user has interacted with the visualizations, when they select the export option, then the system generates a report with the selected visualizations in a downloadable format (CSV, PDF).

User identifies a data trend through interaction with multiple visualizations.

Given the user has assigned multiple data visualizations on the dashboard, when they interact with these elements, then the system enables cross-filtering, helping the user to identify correlations between different metrics effectively.

User accesses the dashboard on different devices and verifies responsiveness.

Given the user accesses the Integrated Data Dashboard from a mobile device, when they view the data visualizations, then all elements are responsive and visually coherent across different screen sizes and orientations.

Exportable Reports

"As a stakeholder, I want to receive easy-to-read reports that summarize key project metrics so that I can understand our progress at a glance without needing to analyze raw data myself."

Description

The Integrated Data Dashboard should feature the capability to generate and export reports in various formats, such as PDF, Excel, and CSV. Users need the ability to select specific metrics and customize report content before exporting. This functionality will significantly enhance reporting capabilities, allowing teams to share insights, progress, and summaries with stakeholders quickly and accurately, thereby improving clarity and accountability.

Acceptance Criteria

User generates a report for the first time from the Integrated Data Dashboard to share with team stakeholders during a project update meeting.

Given the user has access to the Integrated Data Dashboard, when they select the 'Generate Report' option and choose specific metrics, then a downloadable report in PDF, Excel, or CSV format should be generated successfully.

A user wants to customize the content of their report before exporting it to ensure only relevant information is included for stakeholders.

Given the user selects specific metrics and opts to customize the report content, when they save the customization, then the customized report should reflect those changes in the exported format.

The team leader needs to export a report to CSV format to facilitate data analysis in a spreadsheet application.

Given the user selects the 'Export to CSV' option, when they confirm the export, then the file should download successfully in the CSV format containing the selected metrics.

A user attempts to generate and export a report containing metrics from multiple integrated applications within TeamSync.

Given the user has integrated multiple applications, when they select metrics from different applications for the report, then the exported report should accurately reflect data from all chosen sources without any discrepancies.

A project manager is reviewing the exported reports for formatting issues before sharing them with external stakeholders.

Given the user has exported a report, when they open the report in its respective application, then the formatting should be consistent and visually clear across different file types (PDF, Excel, CSV).

A user tries to regenerate the last report they exported to make minor adjustments in metrics selected.

Given the user navigates to 'Recent Reports,' when they select the previous report and adjust the metrics, then a new downloadable report should be prepared with the updated metrics.

The finance team needs to export a comprehensive report monthly to analyze performance trends over time.

Given the user accesses the dashboard at the end of the month, when they select the option to include historical data for the past month, then the exported report should include accurate performance metrics for that timeframe.

Real-Time Notification System

Receive real-time notifications from connected applications directly within TeamSync. This feature helps keep all team members informed about important updates, changes, or actions needed in other tools, ensuring timely responses and seamless communication across the integration hub.

Requirements

Notification Customization

"As a team member, I want to customize my notification settings so that I only receive alerts relevant to my work and avoid distractions from unnecessary updates."

Description

The Real-Time Notification System should allow users to customize their notification settings to fit their individual preferences. Users must be able to select which types of notifications they receive, including message alerts, task updates, and calendar reminders, as well as set the frequency and mode of notifications (e.g., push notifications, email, or SMS). This flexibility enhances user experience by ensuring that team members only receive relevant updates, thereby reducing noise and improving focus on critical tasks.

Acceptance Criteria

User customizes notification settings for task updates in TeamSync.

Given the user is logged into TeamSync, when they navigate to the notification settings, then they should see options to select task update notifications and set their preferred frequency and mode of delivery.

User receives a push notification for a new task assignment in TeamSync.

Given a user has opted to receive push notifications for task updates, when a new task is assigned to the user, then they should receive an immediate push notification on their device.

User configures email notifications for calendar reminders in TeamSync.

Given the user is in the notification settings, when they select calendar reminders and choose the email option, then they should receive emails for upcoming calendar events as per the set frequency.

User disables SMS notifications for message alerts in TeamSync.

Given the user has SMS notifications enabled for message alerts, when they navigate to the notification settings and choose to disable SMS notifications, then they should no longer receive SMS alerts for new messages.

User filters notifications to receive only important updates in TeamSync.

Given the user is adjusting their notification settings, when they select to receive only important updates, then the notifications should reflect this preference, ensuring non-urgent updates are not delivered.

User reviews and modifies notification preferences during a team meeting.

Given a user is in a team meeting on TeamSync, when they review their notification settings, then they should be able to change their preferences live without exiting the meeting.

User gets a summary of their notification settings adjustments at the end of the week.

Given a user has customized their notification settings, when the week ends, then they should receive a summary report via their chosen notification method, detailing changes and preferences set during the week.

Integration with External Tools

"As a team lead, I want to receive real-time notifications from tools like Slack and Google Workspace within TeamSync so that I can manage my team's communication more efficiently without switching between applications."

Description

The Real-Time Notification System must seamlessly integrate with popular external tools such as Slack, Microsoft Teams, and Google Workspace. This requirement involves creating a robust API that allows TeamSync to receive and relay notifications from these platforms reliably. Such integration will enhance communication by ensuring that updates from various systems are communicated in one central place, making it easier for users to remain informed and take swift action when necessary.

Acceptance Criteria

User received a notification in TeamSync when a new message arrives in Slack.

Given a user is connected to Slack within TeamSync, When a new message is received in Slack, Then a notification is displayed in the TeamSync notification center within 5 seconds.

User can customize notification settings for external tool integrations.

Given a user is in the notification settings page, When the user updates notification preferences for Slack and Google Workspace, Then the preferences are saved, and notifications reflect the new settings within the next 10 minutes.

User receives a notification for task assignments from Microsoft Teams in TeamSync.

Given a user has been assigned a task in Microsoft Teams, When the assignment is made, Then a notification is sent to the user in TeamSync within 3 seconds and includes relevant task details.

Users can see a history of received notifications from integrated tools in TeamSync.

Given a user is in the notifications history section, When the user views the notification history, Then the user can see all notifications from Slack, Microsoft Teams, and Google Workspace within the last 30 days.

Notifications from external tools include actionable buttons for immediate response.

Given a notification from Google Workspace about an event change, When the user views the notification, Then it includes an action button to accept or decline the event RSVP directly from TeamSync.

User can toggle real-time notifications on or off for each external tool.

Given a user is in the application settings, When the user toggles the real-time notification setting for Slack, Then notifications are enabled or disabled immediately based on the user’s selection.

Notification History Log

"As a user, I want to access a history log of my notifications so that I can review important updates that I may have missed without being overwhelmed by ongoing notifications."

Description

A feature must be implemented to provide users with access to a history log of their notifications. This will allow team members to review past notifications they may have missed or need to reference. The log should be easily accessible from the dashboard and include filters to search for specific notifications based on criteria such as date, type, or urgency. Implementing this feature will ensure that important information is not lost and users can stay informed even if they inadvertently miss a notification.

Acceptance Criteria

Accessing the Notification History Log from the Dashboard

Given that a user is logged into TeamSync, when they navigate to the dashboard and click on the 'Notification History' icon, then the notification history log should be displayed without errors and include all past notifications.

Filtering Notifications by Date

Given that the user is on the Notification History Log page, when they apply a date filter to view notifications from a specific range, then only notifications within the selected dates should be displayed in the log.

Filtering Notifications by Type

Given that the user is viewing the Notification History Log, when they select a notification type filter (e.g., 'All', 'Important', 'Reminder'), then only notifications matching the selected type should be shown in the log.

Filtering Notifications by Urgency Level

Given that a user is viewing the Notification History Log, when they apply a filter to sort notifications by urgency (e.g., 'High', 'Medium', 'Low'), then the log should display notifications sorted accordingly in descending order of urgency.

Checking the Accessibility of the Notification History Log

Given that the user has a valid TeamSync account, when they attempt to access the Notification History Log, then access should be granted without requiring further authentication steps, and the user interface should load within three seconds.

Ensuring Notifications are Archived for Specific Duration

Given that notifications are logged in the Notification History, when a notification exceeds a retention period of 30 days, then it should be automatically archived and not visible in the active history log by default.

Verifying the Performance of the Notification History Log

Given that multiple users are accessing the Notification History Log concurrently, when five users request the log at the same time, then the system should still respond and load within five seconds for all users without performance degradation.

Flexible API Access

For tech-savvy users, provide API access that allows for custom integrations with proprietary or less common software. This feature empowers users to mold TeamSync to their unique operational needs, fostering creativity and further enhancing collaborative capabilities.

Requirements

API Authentication

"As a tech-savvy user, I want secure API authentication options so that I can safely integrate TeamSync with my existing systems without risking data breaches."

Description

The API must support secure authentication mechanisms such as OAuth 2.0 and API keys to ensure that only authorized users can access TeamSync's services. This is critical for protecting user data and maintaining the integrity of the platform. Each user or application must be assigned unique credentials to track usage and enforce security protocols. Proper implementation will enable users to automate workflows and integrate seamlessly with external systems while upholding security standards.

Acceptance Criteria

API Authentication for internal team integration with custom tools.

Given an internal developer with an API key, when they attempt to access the TeamSync API, then they must successfully authenticate and receive a valid response.

API Authentication for a third-party app integration.

Given a third-party application using OAuth 2.0, when the user grants permission, then the app must be able to securely retrieve an access token to call the TeamSync API.

Revoking access for a user or application accessing the API.

Given an admin revokes the API key for a user, when that user attempts to call the API again, then they should receive an authentication error indicating access is denied.

Secure storage of API keys and OAuth tokens.

Given an application uses API keys, when storing these keys, then they must be encrypted and not exposed in any public repository or logs.

Rate limiting to manage API usage.

Given an API user exceeds the defined rate limit, when they attempt to make further API calls, then they should receive a clear response indicating they have exceeded their usage limits.

Testing OAuth 2.0 token expiration and renewal process.

Given that an OAuth token has expired, when the user attempts to make an API call, then they must receive a response indicating the token has expired and be prompted to renew it.

Audit logging of API access for security compliance.

Given a user has accessed the API, when this access occurs, then an entry must be logged in the audit trail containing the user ID, timestamp, and action performed.

Custom Endpoint Creation

"As a developer, I want to create custom API endpoints so that I can tailor the interaction with TeamSync to better fit my team's specific workflows and operations."

Description

Users should have the capability to create custom API endpoints that cater to their specific needs, allowing them to interact with TeamSync's features in a way that aligns with their unique workflows. This flexibility is vital for companies with distinct operational processes as it empowers them to build personalized solutions on top of the TeamSync architecture, thereby enhancing user experience and productivity.

Acceptance Criteria

User initiates the creation of a custom API endpoint to pull project data from TeamSync based on specific criteria defined in their operational workflow.

Given the user is authenticated, when they specify the endpoint details and parameters, then the endpoint should be successfully created and return a confirmation message along with the new endpoint URL.

User attempts to use an existing custom API endpoint to fetch task-related data from TeamSync for analysis in their project management tool.

Given the user has access to the custom endpoint, when they send a request to the endpoint, then the endpoint should return the expected task-related data in a structured format (JSON/XML) without errors.

User modifies an existing custom API endpoint to change the data returned based on new operational requirements, such as changing filter criteria.

Given the user has permissions to edit endpoints, when they change the filter criteria and save the modifications, then the endpoint should reflect the updated criteria and return the correct data upon the next request.

User needs to delete a custom API endpoint that is no longer in use to maintain the system's efficiency.

Given the user has administrative rights, when they select an endpoint and confirm the deletion, then the endpoint should be removed from the system, and any subsequent requests to that endpoint should return a '404 Not Found' error.

User wants to test the performance of a custom API endpoint against a significant amount of data to ensure it meets operational speed requirements.

Given the user sends a request to the endpoint with a large dataset, when the endpoint processes the request, then the response time should not exceed 2 seconds for successful data retrieval.

User requires documentation on how to properly create and manage custom API endpoints in TeamSync for onboarding new team members.

Given the user accesses the API documentation, when they search for information on custom endpoints, then the documentation should provide clear, step-by-step instructions along with code examples and use cases.

Detailed API Documentation

"As a user integrating TeamSync with my tools, I want clear and detailed API documentation so that I can implement the integrations correctly and efficiently without confusion."

Description

Comprehensive and easy-to-understand documentation must be provided, outlining the available API methods, parameters, and usage examples. This documentation is crucial for enabling users to effectively utilize the API and understand how to implement necessary integrations in their systems. Good documentation will minimize support requests and empower users to fully leverage the API's capabilities to enhance their productivity.

Acceptance Criteria

User accesses the API documentation to understand available methods for integrating TeamSync with their own software.

Given the user is on the API documentation page, when they navigate through the sections, then all available API methods and parameters must be clearly listed and defined with examples that demonstrate their usage.

A user tries to implement an API integration based on the documentation provided for TeamSync.

Given the user has access to the API documentation, when they follow the provided examples to make API calls, then they should receive appropriate responses as per the documentation specifications without encountering errors.

An organization reviews the API documentation quality to ensure usability and clarity for new developers.

Given the organization is assessing the API documentation, when they evaluate the clarity and comprehensiveness of the documentation, then at least 90% of users in a usability test should report that they can understand how to implement the API successfully within a 30-minute review period.

A developer contacts support looking for assistance on API integrations based on the documentation provided.

Given the developer has attempted to use the API documentation and fails, when they reach out to support, then the number of support requests related to API documentation should decrease by 50% after the documentation is published and reviewed by users.

A potential user navigates through the API documentation before deciding to use TeamSync.

Given the potential user is evaluating TeamSync for integration, when they read through the API documentation, then they should express confidence in their ability to successfully integrate with a score of at least 4 out of 5 in a follow-up survey.

A team conducts a review session on the API documentation to ensure all necessary components for integration are covered.

Given the review session is conducted, when the team assesses the documentation, then they must identify and address at least 5 key API features or parameters that are necessary for users to know for successful integration.

Rate Limiting Management

"As a high-volume user, I want to understand the API rate limits so that I can efficiently manage my integration and avoid disruptions in service."

Description

Implementing rate limiting on API calls to ensure fair usage and prevent abuse of the service. Users must be informed of the limits and provided with guidance on best practices for optimizing their calls. This functionality will protect TeamSync's performance and availability for all users while offering insights into usage patterns that can help in future scaling efforts.

Acceptance Criteria

API call exceeding rate limit

Given a user has exceeded the allowed number of API calls, when the user attempts to make an additional API call, then the system should return a 429 Too Many Requests status code with an informative error message indicating the rate limit has been reached.

Informing users about rate limits

Given a user accesses the API documentation, when they view the section on rate limiting, then the documentation should clearly state the applicable rate limits and best practices for optimizing API calls.

Monitoring API usage patterns

Given the rate limiting is implemented, when an admin accesses the usage dashboard, then they should be able to view insights and statistics on API usage patterns over the past month, including peak usage times and the number of users affected by rate limits.

Implementing graceful degradation

Given a user repeatedly exceeds the rate limit, when they reach the maximum number of allowed retries, then the system should automatically disable their access to the API for a specified time period, and notify the user via email about this temporary restriction.

Integration with user analytics

Given the rate limit management feature is active, when an API call is made, then usage data should be logged to enable correlation with user analytics for feature improvement efforts.

User feedback on rate limiting

Given that the rate limiting feature is in place, when a user exceeds the limits and receives a notification, then they should have the option to provide feedback regarding the utility and clarity of the rate limiting communication they received.

Dynamic adjustment of rate limits

Given the usage patterns observed over time, when the admin accesses the rate limiting settings, then they should be able to view the current rate limits and have the option to dynamically adjust these limits based on observed usage trends and business needs.

Webhooks for Event Notifications

"As a product manager, I want to use webhooks to get instant notifications about relevant events in TeamSync, so I can automate my team's workflow and stay updated on project developments in real-time."

Description

Provide webhook capabilities that allow users to receive real-time notifications on specific events occurring within TeamSync. By subscribing to various events, users can automate their processes and respond promptly to changes without having to continuously poll the API. This feature will significantly improve responsiveness and enhance operational efficiency for users who rely on timely updates.

Acceptance Criteria

User subscribes to specific event notifications through the TeamSync settings page.

Given the user has access to the settings page, when they select an event from the available subscriptions and save their choices, then they should receive a confirmation message indicating successful subscription to the notifications for that event.

User receives a webhook notification when a relevant event occurs.

Given the user is subscribed to event notifications, when the specified event occurs in TeamSync, then the user should receive a webhook notification containing the event details immediately without any polling action needed.

User modifies their event notification preferences on the settings page.

Given the user is on the settings page and has previously subscribed to events, when they change their subscription choices and submit the updates, then the previous subscriptions must be canceled and new ones activated, with a confirmation message displayed.

A user tests the webhook functionality to verify it is operational.

Given the user is subscribed to webhook notifications, when they trigger a test event via an available testing option, then the user should receive a test notification within 5 seconds.

User is able to unsubscribe from event notifications.

Given the user is subscribed to one or more events, when they navigate to the subscription management section and choose to unsubscribe from an event, then they should receive a confirmation message and the event should no longer send notifications.

User can view a history of received webhook notifications.

Given the user has received notifications via webhooks, when they access the notification history page, then they should see a list of all received notifications with timestamps and relevant details.

Sandbox Environment for Testing

"As a developer, I want a sandbox environment to test my API integrations so that I can verify functionality and solve issues before going live, minimizing disruptions to my team's work."

Description

A sandbox environment should be available for users to test their API integrations without affecting actual data or system performance. This feature will enable developers to experiment with different calls and configurations in a safe space, reducing the risk of errors in production and speeding up the development process. It allows for iterative testing and debugging, facilitating smoother deployments.

Acceptance Criteria

Sandbox Environment Access for API Testing by Developers

Given a registered user with developer access, when they navigate to the Sandbox Environment, then they should see an option to create a new API project for testing purposes.

Data Manipulation in Sandbox Environment

Given a user is in the Sandbox Environment, when they perform API calls to create, read, update, or delete data, then these actions should execute without affecting live data.

Monitoring API Calls in Sandbox Environment

Given a user is actively engaged in testing API integrations, when they send multiple API requests, then the Sandbox Environment should log all requests and responses separately for tracking.

Error Handling for API Calls in Sandbox

Given a user makes a faulty API call in the Sandbox Environment, when the error occurs, then an informative error message should be displayed, guiding the user on how to fix the issue.

Time Limit for Sandbox Environment Sessions

Given a user is testing in the Sandbox Environment, when their session exceeds the time limit set for testing, then they should receive a warning message and be logged out after a specified duration.

Documentation Availability for Sandbox API Usage

Given a user is utilizing the Sandbox Environment, when they request assistance, then the system should provide access to relevant API documentation and usage examples within the environment.

Integration Marketplace

A curated marketplace where users can discover, add, and manage integrations with various third-party apps. This feature facilitates finding and connecting new tools easily, promoting exploration and encouraging users to enhance their productivity by leveraging a wide range of external resources.

Requirements

Seamless Integration Setup

"As a team member, I want to easily find and integrate third-party applications into TeamSync so that I can enhance my productivity and streamline my workflow without wasting time on complex setup processes."

Description

The Integration Marketplace must allow users to easily find and set up integrations with various third-party applications with minimal effort. Users should be able to browse a catalog of compatible apps, view detailed information about each integration, and initiate connections with a few clicks. This requirement enhances the user experience by simplifying the process of adding new tools, allowing teams to quickly leverage external resources to enhance their productivity without extensive technical knowledge or expertise.

Acceptance Criteria

User searches for a third-party application they want to integrate with TeamSync.

Given the user is on the Integration Marketplace page, when they enter the name of a third-party application in the search bar, then they should see a list of matching integrations displayed on the page in less than 2 seconds.

User views details of a specific integration before adding it.

Given the user has selected an integration from the search results, when they click on the integration, then they should see a detailed page that includes the integration description, features, and user reviews.

User initiates the setup of a third-party integration.

Given the user is on the integration detail page, when they click the 'Connect' button, then they should be taken to a setup wizard that outlines the steps to complete the integration within 3 clicks.

User successfully completes the integration setup process.

Given the user has followed the setup wizard, when they complete all required steps and click 'Finish', then the new integration should appear on their dashboard within 5 seconds, with a confirmation message displayed.

User edits or removes an existing integration from their dashboard.

Given the user is on their dashboard, when they select an existing integration and choose to edit or remove it, then the system should allow them to successfully make the change and provide a confirmation prompt.

User views all available integrations in the marketplace.

Given the user is on the Integration Marketplace page, when they scroll through the available integrations, then they should see a categorized list of all available integrations with visual icons and descriptions.

Integration Management Dashboard

"As a project manager, I want to be able to manage my active integrations in one place so that I can optimize our tools and ensure everything is working seamlessly without having to jump between different applications."

Description

Create a dedicated dashboard within the Integration Marketplace where users can view, manage, and track their active integrations. This dashboard should provide options to enable or disable integrations, view usage metrics, and receive notifications for any updates or changes to connected apps. This feature will empower users to maintain control over their toolkit and ensure that their integrations continue to operate effectively, enhancing overall usability and performance for remote teamwork.

Acceptance Criteria

User views the Integration Management Dashboard after logging into TeamSync to check the current state of their connected applications.

Given the user is logged into TeamSync, when they navigate to the Integration Management Dashboard, then they should see a list of all active integrations with corresponding status indicators (enabled/disabled).

User tries to disable an active integration from the Integration Management Dashboard.

Given the user is viewing their active integrations on the Integration Management Dashboard, when they select an active integration and choose to disable it, then the integration should be marked as disabled, and their action should be confirmed with a success message.

User needs to view detailed usage metrics for a specific integration from the Integration Management Dashboard.

Given the user has active integrations listed on the Integration Management Dashboard, when they click on a specific integration, then they should see detailed usage metrics, including frequency of use and time since last activity.

User wishes to enable a previously disabled integration from the Integration Management Dashboard.

Given the user is on the Integration Management Dashboard, when they select a disabled integration and choose to enable it, then the integration should be marked as enabled, and the user should receive a success notification confirming the change.

User wants to be notified about updates or changes to their integrations within TeamSync's Integration Management Dashboard.

Given that the user is managing their integrations on the Integration Management Dashboard, when an integration receives an update, then the user should receive a notification within the dashboard alerting them to the update and its impact on functionality.

User explores third-party apps available for integration through the Integration Marketplace interface.

Given the user is on the Integration Marketplace, when they browse for third-party apps, then they should be presented with a list of apps available for integration, along with descriptions and ratings from other users.

User wants to track changes made to integrations over time within the Integration Management Dashboard.

Given the user is on the Integration Management Dashboard, when they view the history of actions taken on integrations, then they should see a log that details changes made, including date, time, and type of action (enabled, disabled, updated).

User Ratings and Reviews

"As a user looking for new integrations, I want to read ratings and reviews from other users so that I can make informed decisions about which tools to integrate into TeamSync based on real-world experiences."

Description

Implement a user ratings and reviews system for each integration listed in the marketplace. This feature should allow users to share their experiences and feedback on integrations, helping others to make informed choices when selecting tools. By showcasing popular integrations and allowing community feedback, this functionality can lead to a more engaged user base and promote a culture of sharing insights, improving the overall quality of the integrations available.

Acceptance Criteria

User submits a rating for an integration in the marketplace.

Given a user is logged into TeamSync and is viewing an integration, when the user selects a rating from 1 to 5 stars and submits, then the rating should be reflected on the integration's page and aggregated in the average rating calculation.

User writes a review for an integration they have used.

Given a user is logged into TeamSync and has previously interacted with an integration, when the user writes a review and submits it, then the review should appear beneath the integration details and should include a timestamp and the user's name.

User views the average rating and reviews for an integration.

Given a user is viewing an integration in the marketplace, when the user looks at the ratings section, then the average rating should be displayed prominently alongside the total number of ratings and a snippet of the most recent reviews.

User filters integrations based on ratings.

Given a user is on the integration marketplace page, when the user selects a filter option for ratings (e.g., 4 stars and above), then only integrations that meet this filter criterion should be displayed.

User reports inappropriate reviews.

Given a user sees a review they believe is inappropriate, when the user clicks on the 'Report' button next to the review, then the report should be submitted, and a confirmation message should appear indicating that the review is under review.

User edits their submitted review.

Given a user has previously submitted a review for an integration, when the user navigates to their review and selects the 'Edit' option, then the user should be able to modify the content of the review and resubmit it successfully.

Admin moderates reported reviews.

Given an admin is reviewing the reports submitted by users for inappropriate reviews, when the admin takes action on a reported review (e.g., approve or delete), then the action should be reflected in the marketplace immediately, and the user who reported it should receive a notification of the outcome.

Personalized Integration Recommendations

"As a user, I want to receive personalized recommendations for integrations based on my past usage and preferences so that I can discover tools that truly support my work and enhance my efficiency."

Description

Develop an algorithm that provides personalized integration recommendations based on user activity and preferences within TeamSync. This feature aims to enhance user experience by suggesting relevant tools that align with users' tasks and projects, encouraging the exploration of useful apps without overwhelming them with irrelevant options. By adapting to user behavior, this functionality aims to increase the adoption rate of beneficial integrations.

Acceptance Criteria

User receives integration recommendations upon logging into TeamSync based on previous activity and preferences.

Given the user has logged into TeamSync, when the user navigates to the Integration Marketplace, then the user should see a list of personalized integration recommendations tailored to their activity history and preferences.

User can filter personalized integration recommendations by category or function for easier navigation.

Given the user is viewing personalized integration recommendations in the Integration Marketplace, when the user applies a filter by category or function, then the displayed recommendations should update to reflect only the relevant suggestions within that category.

User can provide feedback on the accuracy of integration recommendations to improve future suggestions.

Given the user sees personalized integration recommendations, when the user indicates that a suggestion is relevant or irrelevant, then the algorithm should log this feedback and adjust future recommendations accordingly.

User receives notifications about new integrations that align with their usage patterns.

Given the user has enabled notifications in their settings, when a new integration is added to the marketplace that aligns with the user's past activity, then the user should receive a notification about this new integration.

User can easily access and manage their recommended integrations in one location.

Given the user is viewing their personalized integration recommendations, when the user selects an integration, then they should be redirected to a detailed view of the integration where they can add or manage it.

The personalized recommendations algorithm updates based on user’s interactions over time.

Given the user interacts with the recommendations by installing or ignoring certain integrations, when the user logs in after a week, then the recommendations should reflect changes based on the new interaction data.

User can see the effectiveness of the personalized recommendations in increasing productivity.

Given the user has implemented integrations suggested by the algorithm, when the user reviews their productivity metrics after a month, then they should notice a quantifiable increase in their team’s productivity as a result of using the recommended integrations.

Integration Documentation and Support

"As a user, I want to have easy access to documentation and support for each integration so that I can troubleshoot and utilize the tools effectively without needing to contact support for every issue."

Description

Ensure each integration comes with accessible documentation and support resources within the Marketplace. This requirement includes detailed guides, troubleshooting steps, FAQs, and contact options for support relevant to each integration. Providing comprehensive support documentation will empower users to resolve issues themselves and understand how best to leverage each tool, ultimately reducing dependency on technical support and enhancing user satisfaction and effectiveness.

Acceptance Criteria

User Accessing Integration Documentation from Marketplace

Given a user has accessed the Integration Marketplace, when they select an integration, then they should be presented with clear and accessible documentation including guides, troubleshooting steps, FAQs, and contact options for support.

User Searching for Specific Integration Documentation

Given a user is in the Integration Marketplace, when they enter a keyword related to the integration in the search bar, then they should see relevant documentation results matching the keyword providing quick access to information.

User Viewing Integration Support Resources

Given a user opens the support resources section for any integration, when they browse the documentation, then they should find organized sections with an introduction, troubleshooting guides, and frequently asked questions that are easy to navigate.

User Accessing Technical Support for Integration

Given a user encounters an issue with an integration, when they click on the support contact option, then they should see multiple contact methods such as email, chat, or a support ticket system available for immediate assistance.

User Rating Integration Documentation and Support Quality

Given a user has accessed the integration documentation, when they review the documentation, then they should be prompted to submit a rating on the quality of the documentation and support provided in a user-friendly manner.

Integration Testing Sandbox

"As a user, I want to test integrations in a sandbox environment before using them in my actual workflow so that I can identify any potential issues without affecting my team's productivity or data integrity."

Description

Introduce a sandbox environment within the Integration Marketplace where users can test integrations with simulated data before fully implementing them within their workspace. This will enable users to verify compatibility and functionality without the risk of disrupting their workflows or data. The integration testing sandbox is crucial for users who want to confidently try new tools while minimizing the potential impact on their existing systems.

Acceptance Criteria

Integration Testing Sandbox: User attempts to integrate a new third-party app using the testing sandbox, simulating data to ensure compatibility and functionality before live deployment.

Given the user is in the Integration Marketplace, when they select a third-party app to integrate and access the testing sandbox, then they should be able to simulate data inputs and receive instant feedback on compatibility and functionality without affecting their live environment.

Integration Testing Sandbox: User successfully tests an integration and decides to proceed with the live deployment of the app.

Given the user has completed testing the integration in the sandbox, when they click the 'Deploy to Live' button, then the integration should go live without any discrepancies or errors reported from the testing phase.

Integration Testing Sandbox: User encounters an issue while testing an integration and needs to receive guidance on troubleshooting.

Given the user is in the testing sandbox and encounters an error message during testing, when they click on the help button, then they should be provided with relevant troubleshooting tips and links to documentation for resolving common issues.

Integration Testing Sandbox: User wants to review the logs of their testing activities to analyze results.

Given the user has conducted multiple tests in the sandbox, when they navigate to the 'Logs' section, then they should see a comprehensive log of all testing activities including timestamps, simulated data used, and outcomes of each test.

Integration Testing Sandbox: User desires to share the results of the testing session with their team for collaboration.

Given the user has completed a testing session in the sandbox, when they click the 'Share Results' button, then they should be able to generate a shareable link or export a report summarizing the testing results and findings.

Integration Testing Sandbox: User wants to clear the simulated data in the sandbox and start a fresh testing session.

Given the user is in the testing sandbox, when they click the 'Clear Data' button, then all previous simulated data should be removed, and the sandbox should be reset to its original state for new testing.

Integration Testing Sandbox: User must validate the security measures in place for using the sandbox environment.

Given the user is testing an integration in the sandbox, when they assess the security settings, then they should find that the environment has robust security protocols ensuring that no actual data can be compromised during testing.

Dynamic Priority Suggestions

Utilize AI algorithms to assess project deadlines, team workloads, and task statuses, providing users with personalized priority recommendations. This ensures that team members focus on high-impact tasks first, enhancing overall productivity and ensuring timely project completion.

Requirements

AI-based Task Prioritization

"As a project manager, I want AI suggestions for task prioritization so that I can ensure my team is focusing on the most impactful tasks and meeting project deadlines more effectively."

Description

The AI-based Task Prioritization requirement involves leveraging advanced algorithms to analyze project deadlines, individual team member workloads, and current task statuses. The feature will assess these variables to generate personalized priority recommendations for users. This will ensure that users can focus their efforts on the most impactful tasks first, ultimately enhancing their productivity and contributing to timely project completions. Integration with existing project management tools within TeamSync will allow seamless functionality, providing users with immediate insights during their workflow. By implementing this feature, TeamSync aims to empower teams to work smarter, not harder, leading to an overall increase in efficiency and satisfaction among remote team members.

Acceptance Criteria

User receives personalized task priority suggestions based on AI analysis of their current workload and project deadlines.

Given that a user has logged into TeamSync with ongoing tasks and deadlines, when the AI algorithm evaluates their workload and project status, then the user should receive a ranked list of priority tasks tailored to maximize their productivity.

AI accurately updates task priorities as team member workloads change in real-time.

Given that team members update their task statuses or workloads, when the AI runs its prioritization algorithm, then the system should refresh the priority suggestions reflecting the most recent team data within 5 seconds.

Integration with existing project management tools is seamless and provides consistent task prioritization recommendations.

Given that a user is utilizing a connected project management tool, when they access task prioritization in TeamSync, then the AI should provide consistent priority suggestions based on the integrated project data without any discrepancies.

Task priority suggestions enhance user productivity as measured by task completion rates.

Given that users utilize the AI-based task prioritization feature, when comparing the average task completion rates pre-implementation and post-implementation over a month, then there should be at least a 20% increase in completed tasks.

Users can customize the criteria that the AI uses for task prioritization based on personal preferences.

Given that a user wants to modify their prioritization settings, when they access the settings menu, then they should be able to select from multiple prioritization factors (e.g., deadlines, task complexity, etc.) that influence the AI’s recommendations.

Users receive notifications when new priority suggestions are available after significant updates in their workload or project deadlines.

Given that there is a significant change in a user's workload or project deadline, when the AI generates new priority suggestions, then the user should receive a notification within TeamSync alerting them to the updated priorities.

Real-time Workload Assessment

"As a team leader, I want to see real-time assessments of my team's workloads so that I can allocate tasks more efficiently and prevent any member from becoming overwhelmed."

Description

The Real-time Workload Assessment requirement seeks to provide users with an overview of current team workloads in real time. This feature will aggregate data from task assignments, project timelines, and progress tracking to visualize each team member’s current commitments. By doing so, it will allow team leaders to make immediate adjustments to task allocations, ensuring an even distribution of workload across the team. Integration with TeamSync’s dashboard will enable managers to monitor workloads conveniently and assess productivity levels effectively. This feature will enhance decision-making processes, promote team member well-being, and mitigate burnout by ensuring that no individual is overburdened with too many tasks.

Acceptance Criteria

Real-time Workload Assessment Display for Team Leaders

Given a team leader is logged into TeamSync, when they navigate to the workload assessment dashboard, then they will see a visual representation of each team member's current task load, including assigned tasks, deadlines, and task statuses.

Personalized Alerts for Overburdened Team Members

Given an AI analysis has been conducted on current workloads, when any team member is identified as having more than 75% of their capacity utilized, then the system will send an alert to the team leader and suggest task reallocation.

Integration with Existing Task Management Tools

Given the workload assessment feature is in use, when tasks from integrated platforms (e.g., Google Workspace) are updated or added, then the team member’s workload should reflect these changes in real time on the TeamSync dashboard.

Visual Indicators for Task Prioritization

Given a team leader reviews the workload dashboard, when they view a team member's tasks, then the tasks will display visual indicators (e.g., colors) that signify high, medium, and low priority based on AI recommendations.

Historical Workload Data Analysis

Given a team leader accesses the historical data feature, when they select a specific time frame, then the system should generate a report on each team member’s workload trends, highlighting periods of peak load and suggesting improvements.

Real-time Collaboration for Adjusting Task Assignments

Given a team leader is reviewing team workloads in real time, when they need to reassign a task, then they will be able to drag and drop tasks to different team members directly in the dashboard without any lag.

User Feedback Loop for Suggestions

"As a user, I want to be able to give feedback on the AI prioritization suggestions so that I can help improve the accuracy and relevance of future recommendations."

Description

The User Feedback Loop for Suggestions requirement aims to establish mechanisms for users to provide feedback on the AI-generated task priorities. Users will have the opportunity to rate the usefulness of the priority suggestions and provide comments on their relevance. This data will be utilized to continuously improve the AI algorithms through machine learning techniques, ensuring that the suggestions become increasingly accurate over time. Integration with TeamSync’s analytics dashboard will allow stakeholders to track user engagement with priority suggestions and their feedback. This will ultimately enhance user satisfaction and the effectiveness of the prioritization system, leading to improved project management outcomes.

Acceptance Criteria

User Interaction with Dynamic Priority Suggestions

Given a user has received AI-generated priority suggestions, When they rate a suggestion as useful, Then the rating should be recorded in the system and used to improve future suggestions.

Feedback Submission Mechanics

Given a user wants to provide feedback on priority suggestions, When they submit a rating and comment, Then the feedback should be successfully saved and reflected in the analytics dashboard.

Analytics Dashboard Integration

Given user feedback has been collected, When the analytics dashboard is accessed, Then all feedback data should be displayed accurately and allow for insights into user engagement levels.

Feedback Impact on AI Algorithm

Given user feedback has been gathered, When the AI algorithms are retrained, Then the updated algorithms should reflect improvements based on user ratings and comments.

User Engagement Tracking

Given users are interacting with priority suggestions, When they submit ratings and comments, Then user engagement metrics should show increased participation over time in the analytics dashboard.

Accuracy Improvement from User Feedback

Given enough user feedback has been collected, When measuring task prioritization accuracy, Then the accuracy should show a statistically significant improvement compared to the baseline before feedback was integrated.

User Notification of Improvements

Given that user feedback has led to improvements in the AI suggestions, When users access the system, Then they should receive notifications highlighting how their feedback has been incorporated into the new suggestions.

Customizable Priority Settings

"As a user, I want to customize the priority settings in the AI recommendations so that I can reflect my own workload and project requirements in how tasks are prioritized."

Description

The Customizable Priority Settings requirement allows users to tailor the prioritization algorithms according to their specific needs and preferences. Users will be able to set weightings on various factors that influence priority suggestions, such as deadlines, task complexity, and personal workload. This level of customization will empower users to define what high-impact tasks mean for them, ensuring that the priority suggestions align with their working style and project needs. Integration with the settings menu of TeamSync will provide users with a straightforward interface for making these adjustments, fostering a more personalized and effective prioritization experience.

Acceptance Criteria

User customizes priority settings based on their workload and project deadlines.

Given the user is in the 'Settings' menu, when they adjust the weightings for deadlines and personal workload, then the changes should save successfully and reflect in the priority suggestions immediately.

User accesses the priority suggestions after modifying settings.

Given the user has customized their priority settings, when they navigate to the task management dashboard, then the priority suggestions should align with their personalized settings and reflect the updated task rankings.

User resets priority settings to default values.

Given the user is in the 'Settings' menu, when they select the option to reset to default values, then the weightings for all factors should return to their original settings without errors and notify the user of the reset action.

User experiences system validation when entering invalid data in the priority settings.

Given the user is in the 'Customizable Priority Settings', when they input invalid data (e.g., negative values for weightings), then the system should prevent saving changes and display an appropriate error message indicating the issue.

User receives help information about customizing priority settings.

Given the user is on the 'Customizable Priority Settings' page, when they click on the help icon, then a tooltip or modal should describe how to effectively use the customization features and the impact of each factor on priority suggestions.

User provides feedback on the effectiveness of priority suggestions after customization.

Given the user has been using the customized priority settings for a week, when they access the feedback mechanism, then they should be able to rate the effectiveness of the priority suggestions on a scale of 1 to 5 and provide additional comments.

User integrates the priority customization with third-party tools such as Google Workspace.

Given the user accesses the integration settings, when they link their Google Workspace account, then they should be able to synchronize task due dates and workload data with TeamSync priority settings without any issues.

Integration with Calendar Tools

"As a user, I want my AI task prioritization to be reflected in my calendar so that I can manage my time effectively and avoid conflicts with my scheduled appointments."

Description

The Integration with Calendar Tools requirement aims to synchronize priority task suggestions with users’ calendar applications, such as Google Calendar or Outlook. This feature will provide users with a consolidated view of their tasks and appointments, making it easier to schedule time for high-priority work. Users will receive notifications or reminders regarding upcoming deadlines or important tasks based on their project timelines. This seamless integration will enhance time management, reduce scheduling conflicts, and improve overall productivity by aligning task priorities with users' daily schedules.

Acceptance Criteria

Users want to see their high-priority tasks prioritized alongside their scheduled events in their calendar to inform their daily planning.

Given a user has connected their calendar tool to TeamSync, when they view their calendar, then high-priority tasks from TeamSync are displayed alongside calendar events in chronological order.

Users receive notifications regarding their upcoming deadlines and important tasks as events approach in their calendar.

Given a user has configured notification settings, when a deadline is approaching for a high-priority task, then the user receives a notification at the specified interval (1 day/1 hour/30 minutes) before the due time.

Users need to seamlessly add TeamSync tasks to their calendar without manual entry to ensure information remains up-to-date.

Given a user is viewing their task list in TeamSync, when they select a task to be added to their calendar, then the task is automatically created as an event in the user's calendar with the correct date and time.

Users want their task status to be updated automatically based on the completion of calendar events, allowing for better tracking of progress.

Given a user completes a calendar event associated with a TeamSync task, when the calendar sync occurs, then the related task status is updated to 'Completed' in TeamSync.

Users with multiple calendar accounts want to choose which calendar to sync with TeamSync for task management purposes.

Given a user has multiple calendar accounts connected, when they access the integration settings, then they should see an option to select which calendar account to sync with for task priority suggestions.

Users want to prevent scheduling conflicts by automatically identifying overlapping tasks and calendar events.

Given a user has their calendar connected, when a new task with a deadline is added, then the system checks for conflicts and alerts the user of any overlapping events.

Collaborative Task Insights

Leverage real-time data from team members' activities and interactions to suggest collaborative tasks that align with ongoing projects. This feature encourages teamwork and ensures that all team members are engaged with the right tasks, fostering a more cohesive collaboration environment.

Requirements

Activity Tracking & Reporting

"As a project manager, I want to view real-time reports on team members' activities so that I can better understand productivity trends and address any challenges promptly."

Description

This requirement involves implementing a feature that captures and analyzes team members' activities within the TeamSync platform. It will track interactions, contributions, and task progress to provide insights into individual and team performance. The collected data will be used to generate visual reports that display engagement levels, task completion rates, and areas needing improvement. This feature is crucial for managers to understand team dynamics, recognize high performers, and identify potential bottlenecks in collaboration, thus fostering an environment of transparency and accountability.

Acceptance Criteria

Real-time Activity Tracking for Team Engagement Insights

Given a project team is actively using the TeamSync platform, when a team member completes a task or interacts with the platform, then the system should capture and log that activity accurately within 5 seconds.

Dashboard Visualization of Team Engagement Metrics

Given the activity data has been collected, when a manager accesses the performance dashboard, then the dashboard must display visual reports on engagement levels, task completion rates, and individual contributions with no more than a 2-second load time.

Generation of Weekly Performance Reports

Given that the activity tracking feature is operational, when the reporting period ends, then the system should generate a comprehensive report summarizing team performance, which includes at least 3 key metrics and is available for download within 10 minutes after the period closing.

Identification of Collaboration Bottlenecks

Given that data on task progress is being tracked, when the system analyzes this data, then it should automatically highlight any individual or task that has not progressed in the last 7 days and notify the relevant team members and managers.

Integration with Existing Communication Tools

Given that the user has authorized integration with Slack, when a team member completes a task on TeamSync, then a notification should automatically be sent to the associated Slack channel to inform the team about the completion.

User Access Levels for Activity Reporting

Given that different roles exist within the TeamSync platform, when a manager accesses the activity reports, then only relevant data should be visible to them based on their access level, ensuring confidentiality and security.

Feedback Mechanism for Performance Insights

Given that users have accessed their performance reports, when they review their insights, then they should have the option to provide feedback on the accuracy of the data and suggest improvements, which is collected by the system.

Collaborative Task Suggestions

"As a team member, I want to receive suggestions for collaborative tasks based on my current work, so that I can efficiently contribute to projects and engage with my colleagues."

Description

This requirement focuses on the development of an algorithm that analyzes ongoing projects and team member interactions to suggest relevant collaborative tasks. The system will evaluate current workloads, pending tasks, and collaboration opportunities to proactively propose tasks that would benefit from multiple team members working together. By facilitating smarter task allocation, this feature enhances teamwork and ensures that project goals are met more efficiently, ultimately improving team engagement and output.

Acceptance Criteria

Team member can view task suggestions based on their interaction and project involvement during a weekly planning session.

Given a team member logs into TeamSync, when they access the task suggestions feature, then the system displays at least three collaborative tasks that align with their current projects and activities.

Project managers receive insights on suggested collaborative tasks before project deadlines to facilitate teamwork.

Given a project manager accesses the collaborative task insights, when they view pending projects, then they can see suggested collaborative tasks prioritized by their potential impact and completion urgency.

Team members adjust their schedules to engage in recommended collaborative tasks over their individual workloads.

Given a team member receives collaborative task suggestions, when they accept a suggestion, then their individual task list is automatically updated to reflect their participation in the collaborative task.

The algorithm continuously learns from team interactions to improve future task suggestions.

Given a team member's interactions and task completions are recorded, when the team member engages with the system over a month, then the algorithm incorporates this data to refine its future task suggestions.

Team members can provide feedback on the effectiveness of collaborative task suggestions after task completion.

Given a team member completes a suggested collaborative task, when they provide feedback on its relevance and effectiveness, then this feedback is logged to inform future suggestions.

Team members can view a history of accepted collaborative tasks for performance review during team meetings.

Given a team member requests access to their task history, when they view their completed tasks, then they see a list of all collaborative tasks they have participated in with associated completion dates and outcomes.

The system provides analytics on the success rate of completed collaborative tasks over a specified period.

Given a project manager requests an overview of team collaboration metrics, when they access the analytics dashboard, then they receive a report detailing the success rate of completed collaborative tasks including team member participation.

Integration with Third-Party Tools

"As a user, I want to receive notifications about task updates in my Slack channel, so that I can stay informed without having to switch back and forth between applications."

Description

This requirement entails seamless integration of TeamSync with existing third-party tools like Slack and Google Workspace. The integration will enable team members to receive notifications, updates, and task statuses directly within their preferred communication tools, thereby easing their workflow. By bridging the gap between different applications, this feature will enhance collaboration and ensure that users can stay connected regardless of the tools they use, resulting in increased productivity and reduced context-switching.

Acceptance Criteria

Integration of TeamSync with Slack for real-time notifications and updates.

Given the user has a Slack account linked to TeamSync, When a new task is created or updated in TeamSync, Then the user receives an instant notification in Slack with the task details and a link to view it in TeamSync.

Integration of TeamSync with Google Workspace to sync meetings and task schedules.

Given the user has a Google account linked with TeamSync, When a new meeting is scheduled in TeamSync, Then the meeting should automatically appear in the user's Google Calendar with the correct time and link to join.

Notification management settings within TeamSync for third-party integrations.

Given the user accesses the notification settings, When the user toggles notification preferences for Slack and Google Workspace, Then those preferences should be saved and applied immediately for receiving notifications.

Testing the capability to receive direct task updates within Slack without switching applications.

Given the user has a task assigned in TeamSync, When the task status is updated, Then the user should receive a message in Slack detailing the status change of the task.

User experience verification through integration with multiple third-party tools at once.

Given the user has both Slack and Google Workspace integrated, When a status update occurs in TeamSync, Then the user must receive simultaneous updates in both Slack and Google Workspace.

Seamless onboarding process for linking third-party tools for new users.

Given the user is new to TeamSync, When they go through the onboarding setup, Then the onboarding process must provide clear steps for linking to Slack and Google Workspace, ensuring a successful connection.

AI-Powered Task Prioritization

"As a team member, I want the system to prioritize my tasks automatically based on urgency and my availability, so that I can focus on what’s most important and meet deadlines effectively."

Description

This requirement outlines the development of an AI-driven feature that analyzes task urgency, team member availability, and project deadlines to prioritize tasks automatically. By utilizing machine learning algorithms, the system will learn from past task performance and team collaboration patterns to make informed prioritization decisions. This will aid team members in focusing on the most critical tasks first, reducing stress and ensuring that projects remain on track, thus enhancing overall productivity and performance.

Acceptance Criteria

AI-Powered Task Prioritization during Sprint Planning Meetings

Given a scheduled sprint planning meeting, when the team accesses the AI-powered task prioritization feature, then it should analyze current tasks and suggest a prioritized list based on immediate deadlines and team availability.

Real-time Adjustments to Task Prioritization Based on Team Availability

Given that a team member has updated their availability status, when the AI assesses the current tasks, then it should re-prioritize the tasks accordingly and notify team members of any changes in task priority.

Integration with Existing Project Management Tools

Given that TeamSync integrates with tools like Slack and Google Workspace, when a project deadline is approaching, then the AI should automatically update task priorities in these tools and send reminders to the relevant team members.

User Feedback Loop for AI Performance Improvement

Given that users have the ability to provide feedback on task prioritization decisions, when feedback is submitted regarding a prioritized task, then the AI system should log this feedback and improve its algorithms accordingly for future prioritization.

Visual Dashboard for Task Prioritization Insights

Given that the team accesses the TeamSync dashboard, when they view task prioritization insights, then the dashboard should display a clear visualization of prioritized tasks, including filters for urgency and team member assignments.

Collaboration Encouragement through Suggested Tasks

Given that team members are working on ongoing projects, when the AI identifies opportunities for collaboration, then it should automatically suggest collaborative tasks to relevant team members via notifications.

Historical Performance Analysis for Intelligent Prioritization

Given that the AI has access to historical task performance data, when it prioritizes tasks, then it should weigh previous performance metrics such as completion time and team member efficiency in its decision-making process.

Real-Time Feedback Mechanism

"As a team member, I want to give and receive real-time feedback on my contributions in collaborative tasks, so that I can improve my performance and help others enhance theirs as well."

Description

This requirement is for creating a real-time feedback mechanism that enables team members to give and receive instant feedback on collaborative tasks and interactions. It will allow users to communicate quick thoughts, suggestions, and evaluations, promoting a culture of continuous improvement. This feature supports engagement and professional development, ensuring that team members feel supported and encouraged in their collaborative efforts, making the remote work environment more effective.

Acceptance Criteria

Real-Time Feedback Submission by Team Members

Given a team member is on the task dashboard, when they click the 'Provide Feedback' button and enter their comments, then the feedback should be submitted and visible to all team members associated with the task within 5 seconds.

Real-Time Feedback Notifications

Given a team member has submitted feedback on a collaborative task, when another team member opens the task interface, then they should receive a notification of the new feedback within 10 seconds.

Feedback Aggregation for Supervisors

Given multiple feedback submissions on a collaborative project, when a supervisor accesses the project overview, then they should see a summary report of all feedback categorized by team member and task performance within 15 seconds.

Inline Editing of Feedback Comments

Given a team member has submitted feedback, when they return to the feedback section, then they should be able to edit their feedback comments, and the updated feedback should reflect immediately for all users.

Replying to Feedback Comments

Given a feedback comment has been submitted, when another team member clicks the 'Reply' button, then they should be able to add their response beneath the original comment, and it should show immediately for all team members.

Feedback Visibility Control

Given a user is submitting feedback, when they select the visibility option, then the feedback should be marked as 'Public', 'Team Only', or 'Private' and enforce corresponding access restrictions immediately.

Feedback Summary Display

Given feedback has been provided on a task, when the task is viewed by any team member, then the cumulative feedback summary should display the average ratings along with the most common comments and suggestions at the top of the task details.

Customizable Dashboard View

"As a user, I want to customize my dashboard to prioritize the information that matters most to me, so that I can efficiently manage my tasks and collaboration efforts."

Description

This requirement involves the development of a customizable dashboard where users can select and arrange their view of project insights, tasks, and team activities. Users should be able to add, remove, or rearrange widgets that display relevant information at a glance, tailored to their unique needs and preferences. A customizable dashboard will empower team members to focus on the most pertinent information, enhancing their ability to manage tasks and engage with their work effectively.

Acceptance Criteria

User customization of dashboard widgets.

Given a user is on the customizable dashboard, when they select a widget and drag it to a new position on the screen, then the widget should be successfully moved and saved in that position for future visits.

Adding new widgets to the dashboard.

Given a user is viewing their customizable dashboard, when they click on the 'Add Widget' button and select a widget type, then the new widget should be displayed on the dashboard and be fully functional immediately after.

Removing existing widgets from the dashboard.

Given a user is on the customizable dashboard, when they click the 'Remove' icon on a widget, then that widget should be removed from the dashboard immediately and not appear when the user refreshes the page.

Saving user-specific dashboard configurations.

Given a user has made changes to their dashboard, when they click the 'Save Configuration' button, then all changes (added, removed, rearranged widgets) should be saved and persist when the user logs back in.

Dashboard loading with user preferences.

Given a user has a saved dashboard configuration, when they log back into the system, then the dashboard should load with all previously configured widgets in the saved positions.

Editing widget content directly from the dashboard.

Given a user has a task management widget on their dashboard, when they click to edit a task within that widget, then the changes should be saved in the database and reflected in the widget immediately after editing.

Performance of the dashboard during customization.

Given a user is customizing their dashboard, when they add or remove multiple widgets successively, then the dashboard should update within three seconds without errors or crashes.

Skill-Based Task Alignment

Analyze individual user profiles, including skills and past performance, to recommend tasks that best match each team member's strengths. This personalized alignment not only boosts efficiency but also enhances job satisfaction and engagement as team members work on tasks that resonate with their abilities.

Requirements

User Skill Profiling

"As a team manager, I want to view detailed skill profiles of my team members so that I can better understand their strengths and align tasks accordingly."

Description

This requirement involves the development of a system to analyze and create detailed user profiles based on skills, past performance, and work preferences. The user skill profiling feature is essential in ensuring that the Skill-Based Task Alignment functionality can accurately match tasks to appropriate team members. By compiling various metrics, including previous project completions and performance evaluations, this profiling allows for a sophisticated understanding of each team member's strengths and preferences, resulting in better productivity and job satisfaction. This feature will seamlessly integrate with the existing user profiles on the TeamSync platform, offering a user-friendly interface for team members to keep their skills up to date.

Acceptance Criteria

User Skills are Accurately Mapped to Task Recommendations

Given a user has a complete profile with skills and past performance data, When the system analyzes the user profile, Then the system accurately recommends tasks that match the user's strengths and preferences.

User Interface for Updating Skills is User-Friendly

Given a user navigates to the skill profiling section, When the user attempts to update their skills and work preferences, Then the interface provides clear instructions and feedback, ensuring the user can update their profile without confusion.

Integration with Existing user Profiles

Given the user skill profiling feature is implemented, When a user logs into TeamSync, Then their skills data is automatically extracted from the existing user profile without any data loss or inconsistencies.

Performance Evaluation Data is Incorporated

Given the user has completed performance evaluations, When the system runs the skill profiling analysis, Then the evaluation data is factored into the task recommendations to ensure alignment with actual performance levels.

Team Managers Can View Skill Profiles

Given a team manager accesses the skill profiling section, When viewing a specific user's profile, Then the manager can see a detailed breakdown of the user's skills, past projects, and work preferences.

System Generates Reports on Skill Distribution

Given that multiple users have completed their skill profiles, When a report is requested by a team manager, Then the system generates a visual representation of skill distribution across the team to identify strengths and gaps.

User Feedback Mechanism for Task Recommendations

Given a user receives task recommendations based on their skill profile, When they complete or decline the recommended tasks, Then the system prompts the user for feedback to refine future task suggestions.

Task Recommendation Engine

"As a team member, I want to receive task recommendations based on my skills so that I can focus on work that suits my abilities and improves my productivity."

Description

The task recommendation engine must utilize machine learning algorithms to analyze user skill profiles and recommend tasks most suitable for each team member. This intelligent system should consider multiple factors such as current workload, deadline urgency, and task complexity. By ensuring that tasks align with user strengths, it not only improves team efficiency but also enhances engagement and morale. The task recommendation engine will need to integrate with TeamSync’s task management interface, providing real-time updates and allowing users to see recommended tasks based on their profiles.

Acceptance Criteria

User Profile-Based Task Recommendations Effectiveness

Given a user profile with defined skills and past performance, when the task recommendation engine analyzes this profile, then it should generate a list of at least three recommended tasks that match the user’s strengths and preferences. The recommended tasks must also be rated as 'high' suitability based on the algorithm's scoring system.

Integration with TeamSync’s Task Management Interface

Given that the task recommendation engine is integrated into the TeamSync task management interface, when a user accesses their task dashboard, then recommended tasks should be visibly displayed in real-time without any delay, and users can initiate these tasks directly from the recommendations section.

Workload and Deadline Considerations for Task Recommendations

Given that a user has ongoing tasks with defined deadlines, when the task recommendation engine processes user data, then it should exclude tasks that exceed the user's current workload capacity and prioritize tasks with imminent deadlines, ensuring workload balance and efficiency.

User Engagement and Task Satisfaction Monitoring

Given that the task recommendation engine has been in use for one month, when user engagement metrics are analyzed, then there should be a measurable increase of at least 20% in task completion rates and user satisfaction scores related to recommended tasks compared to previous performance metrics.

Feedback Loop for Improving Recommendations

Given that users have access to the task recommendations, when users complete a task or provide feedback on suitability, then the task recommendation engine must adjust future task suggestions based on this feedback within 24 hours, demonstrating a learning capability.

Performance Metrics Dashboard for Managers

Given that managers use the TeamSync platform, when they access the performance metrics dashboard, then they should be able to see aggregated data on team members’ task recommendations, including acceptance rates and performance outcomes, updated in real-time.

Security Compliance for User Data

Given that the task recommendation engine will use user skill profiles and performance data, when the security protocols are assessed, then the system must demonstrate compliance with relevant data protection regulations (e.g., GDPR) and securely handle user data at all touchpoints without breaches.

Skill Matching Dashboard

"As a team member, I want an easy-to-use dashboard that shows me recommended tasks based on my skills so that I can quickly prioritize my work effectively."

Description

The skill matching dashboard is a comprehensive interface that displays task recommendations tailored to individual team members based on their skill profiles. This dashboard should provide clear visualizations, allowing users to see which tasks they have been recommended and why. Additionally, it should offer insights for managers on team capabilities, helping to ensure workload balance and optimal task distribution. The dashboard needs to be intuitive and easily navigable while incorporating filters and search functionalities to enhance the user experience.

Acceptance Criteria

User accesses the Skill Matching Dashboard to view recommended tasks based on their skill profile.

Given the user has logged into TeamSync, when they navigate to the Skill Matching Dashboard, then they should see a list of recommended tasks that match their skills and competencies, displayed clearly with justification for each recommendation.

Manager utilizes the Skill Matching Dashboard to analyze the distribution of tasks among team members.

Given the manager is on the Skill Matching Dashboard, when they view the task distribution overview, then they should see a visual representation of tasks assigned to each team member, highlighting workload balance and identifying any overburdened individuals.

User applies filters on the Skill Matching Dashboard to narrow down task suggestions.

Given the user is on the Skill Matching Dashboard, when they apply filters for task difficulty and required skills, then the dashboard should dynamically update to display only the tasks that meet the selected criteria.

User interacts with the Skill Matching Dashboard's search function to find a specific task.

Given the user is on the Skill Matching Dashboard, when they enter a task name into the search bar, then the dashboard should display the relevant task and its associated recommendations.

User checks the visualizations on the Skill Matching Dashboard for performance metrics.

Given the user is on the Skill Matching Dashboard, when they look at the performance metrics section, then they should see clear visual indicators of past performance related to the recommended tasks, aiding their understanding of personal capability.

User encounters errors when loading the Skill Matching Dashboard due to a connectivity issue.

Given the user is attempting to load the Skill Matching Dashboard, when a connectivity issue occurs, then the user should receive a clear error message indicating the problem and a suggestion to retry.

Manager observes insights on team capabilities from the Skill Matching Dashboard.

Given the manager is accessing the Skill Matching Dashboard, when they click on the insights tab, then they should see a summary of team members' skills, strengths, and potential task contributions.

Feedback and Adjustment System

"As a team member, I want to provide feedback on assigned tasks so that my workload can be adjusted based on my current capacity and preferences."

Description

To enhance the Skill-Based Task Alignment feature, a feedback system is critical for collecting user input on task assignments and recommendations. This system would allow team members to express preferences or concerns regarding their task assignments and help fine-tune the recommendation algorithms. By analyzing feedback, TeamSync can adjust task recommendations dynamically, which ensures continuous improvement in the alignment process and user satisfaction. This feature should include an easy-to-access feedback form within the task management interface.

Acceptance Criteria

User submits feedback on task assignment via the feedback form in the TeamSync task management interface.

Given a user is logged into TeamSync, when they navigate to the task management interface and submit feedback using the provided form, then the feedback should be successfully recorded in the system, and the user should receive a confirmation message.

System analyzes user feedback to adjust task recommendations for a specific user.

Given that feedback has been submitted by the user, when the system analyzes this feedback, then it should update the user's task recommendations based on the input received and ensure the new recommendations are available in the user's interface within 24 hours.

User reviews the updated task recommendations after submitting feedback.

Given the user has submitted feedback, when they access the task recommendations in the interface, then they should see updates that reflect their feedback and the recommendations should align with their stated preferences and skills.

Admin monitors user feedback submissions for task assignment improvements.

Given that there have been multiple submissions of user feedback, when an admin accesses the feedback report section, then they should see a compiled report of all feedback received, categorized by task and user, within a dashboard view.

User provides feedback on the ease of using the feedback form.

Given a user submits feedback regarding the feedback form's usability, when the submission is recorded, then the system should categorize this feedback for further review and include it in the system improvement updates.

System generates a summary report of feedback trends over a specified period.

Given that feedback has been collected over time, when the system generates a report, then it should highlight the top three areas of task dissatisfaction and summarize suggestions for improvement based on user input over the last month's feedback.

User can access the feedback form easily from the task management interface.

Given a user is within the task management interface, when they look for the feedback option, then it should be clearly visible and accessible within two clicks from the main task page.

Integration with Performance Metrics

"As a product manager, I want the task recommendation system to incorporate performance metrics so that it can provide more accurate and effective task suggestions for team members."

Description

This requirement emphasizes the integration of the Skill-Based Task Alignment feature with performance metrics already collected by TeamSync. By accessing historical performance data, the recommendation engine can refine its task suggestions over time, ensuring that it learns which activities best match individual strengths. This integration is vital for generating accurate recommendations that not only rely on skills but also on measurable outcomes, further enhancing the efficiency and effectiveness of the team's output.

Acceptance Criteria

Integration of Skill-Based Task Alignment with Historical Performance Data

Given a team member's profile with historical performance metrics, when the recommendation engine processes this data, then it should generate a list of recommended tasks that align with the individual's strengths based on both skills and past performance.

Real-time Performance Feedback Loop

Given that a task recommendation has been accepted by a team member, when they complete the task, then the system should automatically update the team member's performance data to reflect this task's outcome and adjust future recommendations accordingly.

User Interface Display of Task Recommendations

Given that the task recommendations are generated, when the user accesses the Skill-Based Task Alignment feature, then they should see a clear list of recommended tasks ranked by best fit, with annotations for skills and performance metrics used in generating these recommendations.

System Performance with Increased Data Load

Given an increase in the number of team members and their associated performance metrics, when the recommendation engine processes requests for task recommendations, then it should generate results within 2 seconds without any degradation in performance or accuracy.

Accuracy of Task Recommendation Algorithm

Given a set of historical data for team members, when the algorithm evaluates this data, then it should return task recommendations that have at least a 75% accuracy rate based on user engagement and successful task completion rates.

Security and Privacy Compliance

Given that performance metrics are collected from team members, when these metrics are integrated into the recommendation engine, then the system should ensure compliance with data protection regulations (e.g., GDPR) by securing sensitive user information and obtaining necessary consents.

Time Allocation Recommendations

Provide insights on optimal time allocations for tasks based on historical data and current workload patterns. This feature aids users in planning their schedules effectively, leading to better time management and reduced stress.

Requirements

Dynamic Time Analysis

"As a project manager, I want to receive automated time allocation recommendations for tasks based on previous performance metrics so that I can optimize my team’s workload and reduce burnout."

Description

This requirement entails developing a dynamic time analysis system that algorithms historical data regarding past task durations, current workloads, and team member performance to deliver personalized, data-driven recommendations on optimal time allocations for upcoming tasks. This system leverages machine learning techniques to analyze patterns in time usage, ultimately suggesting how much time team members should dedicate to different projects based on their workload and task complexity. By integrating seamlessly into TeamSync's existing dashboard, users can view and adjust their schedules based on these insights, leading to increased efficiency and reduced stress. The goal is to transform time management by providing actionable insights that empower users to better manage their time and improve their productivity.

Acceptance Criteria

User views personalized time allocation recommendations for their upcoming tasks.

Given the user has logged into TeamSync and has tasks assigned for the week, when they access the Time Allocation Recommendations feature, then they should see personalized recommendations for how much time to allocate to each task based on historical data and current workload.

User adjusts allocated time for a specific task based on recommendations.

Given the user has received recommendations for task time allocations, when they manually adjust the time for a specific task, then the system updates the recommendation analytics and recalculates the allocations for remaining tasks accordingly.

User receives alerts for potential overload based on current workload and task durations.

Given the user's current workload exceeds typical capacity thresholds, when the user views their task list, then they should receive an alert indicating potential overload and recommended time reallocation.

User reviews historical data on task durations and recommendations.

Given the user has accessed the Time Allocation Recommendations feature, when they navigate to the historical data section, then they should see detailed analytics on past task durations compared to the provided recommendations for improved transparency and insights.

Manager reviews team member recommendations and performance metrics.

Given the manager is accessing the analytics dashboard, when they select a team member's profile, then they should be able to view that member's personalized time allocation recommendations alongside their task performance metrics for informed decision-making.

System integrates seamlessly with the existing dashboard for intuitive user experience.

Given the Time Allocation Recommendations feature is integrated into the TeamSync dashboard, when a user navigates through the dashboard, then the feature should be readily accessible without any system errors or performance delays.

User Engagement Metrics

"As a data analyst, I want to analyze user engagement with time allocation recommendations to identify trends and improve the recommendation system so that we can ensure the feature effectively meets user needs."

Description

The User Engagement Metrics requirement involves creating a robust analytics dashboard within TeamSync that tracks user engagement with time allocation recommendations over time. This feature analyses how often users implement the suggested optimizations and the subsequent effects on their productivity. Key metrics to be captured include user adoption rates, frequency of recommendations applied, and the correlation between implemented suggestions and task completion rates. This data will enhance the team’s understanding of the effectiveness of the time allocation recommendations, enabling further improvement and iteration of the recommendations algorithm. This feature is critical for refining the service and ensuring that it meets user needs effectively while providing actionable insights back to product development teams.

Acceptance Criteria

User accesses the analytics dashboard to view user engagement metrics after implementing time allocation recommendations for at least one week.

Given the user has implemented time allocation recommendations, when they navigate to the analytics dashboard, then they should see a visualization of user adoption rates and task completion improvements.

Users receive alerts regarding new recommendations based on their workload patterns and historical data.

Given the user profile and their historical data, when new recommendations are generated, then the user should receive a notification within TeamSync with insights on time allocations.

A manager reviews user engagement metrics to assess the effectiveness of the time allocation recommendations over a monthly period.

Given the manager accesses the analytics dashboard, when they select the past month, then all relevant metrics including frequency of recommendations applied and their impact on productivity should be accurately displayed.

Team members implement time allocation recommendations and document the perceived changes in their productivity within the app.

Given a user applies time allocation recommendations, when they input their feedback on productivity changes, then this feedback should be recorded and reflected in their user engagement metrics.

A system administrator analyzes user engagement data to identify trends in the adoption of time allocation recommendations across different teams.

Given the administrator has access to the user engagement metrics, when they filter the data by team, then trends in recommendation adoption rates and task completion should be displayed clearly.

Users explore historical performance data to adjust their strategies for future task management based on past time allocation recommendations.

Given the user is accessing historical performance metrics, when they view past time allocation recommendations, then they should be able to correlate past implementations with productivity metrics.

Customizable Notification Settings

"As a team member, I want to customize my notification preferences for time allocation recommendations so that I receive alerts in a way that suits my work style and scheduling needs."

Description

This requirement focuses on implementing customizable notification settings for users concerning their time allocation recommendations. Users should be able to select preferences for receiving suggestions—whether via email, in-app notifications, or both—and set specific times for receiving these alerts. Additionally, users will have the option to disable notifications for certain tasks or projects as needed. By allowing users to customize how and when they receive recommendations, this feature enhances user experience, ensuring that time management insights are timely and relevant, ultimately contributing to better productivity. Integration with TeamSync's existing notification system is essential to provide a cohesive user experience.

Acceptance Criteria

User receives an email notification for time allocation recommendations based on their customized settings.

Given a user sets their notification preference to receive time allocation recommendations via email, when a new recommendation is generated, then the user should receive an email containing the recommendation within 5 minutes.

User receives an in-app notification about time allocation changes for specific tasks.

Given a user chooses to receive in-app notifications, when there is a change in allocated time for a task, then the user should see an in-app notification alerting them immediately after the change.

User disables notifications for specific tasks or projects to avoid distractions.

Given a user has opted to disable notifications for specific tasks, when recommendations are generated for those tasks, then the user should not receive any notifications corresponding to those tasks or projects.

User sets specific times for receiving daily time allocation recommendations.

Given a user specifies a time for receiving daily recommendations, when it is the designated time, then the user should receive their time allocation recommendations either via email or in-app, based on their settings.

User modifies their notification preferences after initial setup.

Given a user initially selects their notification preferences, when they access the settings to change their notification options, then the updated preferences should be saved and take effect immediately for future notifications.

User receives confirmation of changes made to notification settings.

Given a user updates their notification settings, when they save these changes, then the user should see a confirmation message indicating that their preferences have been successfully updated.

User can view a history of their notification activity regarding time allocation recommendations.

Given a user accesses their notification history section, when they check the logs, then they should see a detailed list of notification activity including the type of notifications received and the corresponding recommendations sent over the last 30 days.

Visual Scheduling Interface

"As a team lead, I want to have a visual scheduling interface to easily rearrange my team's tasks according to time allocation recommendations so that we can maximize our project efficiency and meet deadlines."

Description

The Visual Scheduling Interface requirement encompasses developing a user-friendly visual layout that allows users to drag and drop recommended time allocations into their existing schedules. This feature enhances user interaction with the time allocation recommendations by presenting them visually, making it easier for users to integrate suggestions into their personal task management systems. Additionally, the interface should allow users to view their total available time versus recommended allocations in a dynamic manner, which encourages proactive reshuffling of tasks to meet deadlines efficiently. By simplifying the process of adapting schedules, this requirement aims to reduce friction in task management.

Acceptance Criteria

User interaction with the visual scheduling interface on TeamSync during a typical workweek to manage daily tasks effectively.

Given that a user is logged into TeamSync, when they access the Visual Scheduling Interface, then they should be able to see their current tasks and the recommended time allocations side by side, allowing for easy drag-and-drop manipulation.

A user attempts to integrate the recommended time allocations into their existing schedule for the upcoming week using the drag-and-drop functionality.

Given that recommended allocations are visible, when the user drags a recommended time allocation into their schedule, then the system should update the schedule in real-time and display the new total available time versus the current allocations dynamically.

Real-time adjustment of a user’s task schedule in response to unexpected changes in workload.

Given that a user is in the Visual Scheduling Interface, when they add a new urgent task that requires immediate attention, then the system should automatically suggest a rescheduling of lower-priority tasks based on the new total available time.

User satisfaction and ease of use when interacting with the visual scheduling interface.

Given that a user completes their scheduling using the Visual Scheduling Interface, when they provide feedback, then at least 80% of users should indicate that the interface was intuitive and helped them manage their time more effectively.

Integration of the visual scheduling interface with existing productivity tools within TeamSync.

Given that the user has multiple tasks scheduled across different tools, when they use the Visual Scheduling Interface, then all tasks from linked tools (like Google Calendar) should be visible and editable within the interface without data loss.

Loading speed and system performance of the Visual Scheduling Interface under varying network conditions.

Given that the user accesses the Visual Scheduling Interface, when the network speed is below a specified threshold, then the interface should load within 3 seconds without any lag during task interactions.

User's ability to view historical data of time allocations versus actual time spent on tasks.

Given that a user is within the Visual Scheduling Interface, when they request to view historical data, then the system should generate a report that compares recommended time allocations with actual time spent on tasks over the past month, ensuring data accuracy within a 95% confidence interval.

Feedback and Improvement Loop

"As a user, I want to provide feedback on the time allocation recommendations so that the system can learn and improve based on my experiences, enhancing the relevance of future suggestions."

Description

This requirement establishes a system for gathering user feedback on the time allocation recommendations provided. Users should be able to rate the suggestions and provide qualitative feedback on their applicability and effectiveness. This feedback mechanism will be crucial for the iterative improvement of the recommendation algorithm. By analyzing the feedback, the development team can refine the suggestions, making them more relevant based on user experiences and preferences. This continuous loop of feedback ensures that time allocation recommendations evolve with user needs, ultimately leading to greater satisfaction and productivity.

Acceptance Criteria

User Interaction with the Feedback System

Given a user has accessed the Time Allocation Recommendations, when they provide a rating and qualitative feedback for a recommendation, then the system should save the feedback and return a confirmation message to the user indicating successful submission.

Reporting Mechanism for Aggregated Feedback

Given that multiple users have submitted feedback on time allocation recommendations, when an administrator accesses the feedback report, then the report should display aggregated ratings and key themes from qualitative feedback in a clear, organized manner.

Feedback Impact on Recommendation Algorithm

Given that user feedback has been collected for the time allocation recommendations, when the development team runs a review session, then the feedback should be analyzed to identify at least three actionable insights that can refine the recommendation algorithm.

User Notification of Changes Based on Feedback

Given that feedback has been implemented into the time allocation recommendation algorithm, when a user logs in after feedback has been acted upon, then they should receive a notification highlighting the changes made based on user feedback.

Usability Testing of the Feedback System

Given that the feedback system is implemented, when a group of users participates in a usability test, then at least 80% of users should report that they found the feedback process easy to understand and complete.

Feedback System Accessibility Across Devices

Given that the feedback system is available, when a user accesses TeamSync from a mobile device, then they should be able to rate recommendations and provide feedback without any loss of functionality compared to the desktop version.

Analytics Dashboard for Feedback Overview

Given that users have submitted their feedback, when an administrator views the analytics dashboard, then the dashboard should show real-time statistics on feedback volume, average ratings, and user comments for review and strategy adjustment.

Context-Aware Alerts

Send intelligent alerts that suggest tasks in response to changes in project status, team availability, or discussion outcomes in meetings. These timely recommendations help users stay agile and responsive to project dynamics.

Requirements

Dynamic Task Suggestions

"As a project manager, I want to receive intelligent alerts that suggest tasks based on real-time project changes so that I can ensure my team is always aligned with the current priorities and avoid potential bottlenecks."

Description

The Dynamic Task Suggestions requirement is designed to analyze changes in project status, team member availability, and outcomes from meetings to deliver context-aware recommendations for tasks. This feature will utilize real-time data processing to monitor various project metrics and generate alerts that facilitate quick decision-making. By integrating with existing project management tools within TeamSync, the alerts will empower team members to adjust their responsibilities based on emerging needs, thereby promoting agility and adherence to project timelines. This functionality is critical for enhancing responsiveness and ensuring that tasks are aligned with ongoing project developments, ultimately fostering a proactive work environment.

Acceptance Criteria

As a project manager, I want to receive alerts in real-time whenever there is a change in project status, such as completion of a milestone or delay, so I can promptly assign new tasks to my team members based on the latest updates.

Given that a milestone in the project timeline is marked as completed, when the project status is updated, then the system should automatically trigger an alert suggesting related tasks that can now be reassigned or initiated.

As a team member, I need to be notified of my colleagues’ availability changes, so that I can adjust my workload and check if I need to take on any urgent tasks as their schedules evolve.

Given that a team member updates their availability status from 'Available' to 'Busy', when this change is detected, then context-aware alerts should prompt the affected team members to pick up any tasks they can immediately work on.

As a user of TeamSync, I want to receive suggestions for tasks based on outcomes from meeting discussions, so I can ensure that all action items are captured and assigned promptly after our meetings.

Given that a meeting session has concluded, when the notes are recorded and action items are identified, then the system should generate task suggestions based on those outcomes and send them to the team members involved.

As an administrator, I need to ensure that alerts generated by the Dynamic Task Suggestions feature are relevant and actionable, so that my team can effectively respond without being overwhelmed by irrelevant suggestions.

Given that a context change occurs (like project status or team member availability), when alerts are triggered, then the alerts should list only the tasks that relate directly to the changes observed, ensuring a maximum of 3 suggestions at a time.

As a product owner, I want to evaluate the performance of the context-aware alerts over time to ensure continuous improvement and relevance, helping to refine our suggestions based on user behavior.

Given that the Dynamic Task Suggestions feature has been active for one month, when a report is generated, then it should include metrics on user engagement with the alerts, such as acceptance rates and follow-up actions taken on suggested tasks.

As a team lead, I want to ensure that all dynamic task suggestions align with the project's current priorities, so my team is always focused on the most critical tasks.

Given the current project prioritization document, when the alerts are generated, then the suggested tasks must be cross-referenced with the top three priorities and must align with them effectively, indicated by at least 80% matching criteria.

Availability-Based Notifications

"As a team member, I want to receive notifications about my colleagues' availability so that I can plan my work and communication effectively without interrupting those who are busy."

Description

The Availability-Based Notifications feature aims to identify when team members are available or busy and provide real-time updates to other users regarding their status. This requirement includes integration with calendar systems to retrieve availability data, enabling the system to send notifications or alerts about whether certain tasks can be assigned or if meetings can be scheduled based on current team member statuses. This functionality enhances communication and collaboration within remote teams, reducing delays caused by misunderstandings around team members’ capacities. Overall, this requirement contributes to a more cohesive and efficient team dynamic.

Acceptance Criteria

Notification of Team Member Availability before Scheduling Meetings

Given a team member's calendar is integrated, when another user attempts to schedule a meeting, then the system should display an alert indicating if the team member is available or busy, based on their current calendar status.

Real-Time Updates for Task Assignments

Given the integration with team members' calendars, when a user's status changes from busy to available, then an automatic notification should be sent to relevant team members suggesting pending tasks that can be assigned.

Weekly Summary of Availability Notifications

Given the previous week's data, when the user accesses the team dashboard, then they should see a summary report of each team member’s availability, including a breakdown of time spent available versus busy.

Alert for Project Status Changes

Given a project status change occurs, when team member availability is also affected, then the system should notify all team members about the updated availability status and task suggestions.

Integration with External Calendar Systems

Given that external calendar systems (e.g., Google Calendar, Outlook) are used by team members, when the system checks for availability, then it must accurately pull and reflect the current availability data from those calendars.

User Control for Notification Preferences

Given the settings interface, when a user sets their notification preferences, then the system should respect these preferences in sending alerts about team member availability and task assignments.

Error Handling for Calendar Integration

Given the scenario where calendar integration fails, when a user tries to check availability, then the system should provide an appropriate error message indicating the issue and suggest potential resolutions.

Meeting Outcome Action Items

"As a team lead, I want to convert meeting discussions into actionable tasks automatically so that my team can quickly implement decisions made during the meeting without losing focus."

Description

The Meeting Outcome Action Items requirement focuses on capturing and translating the conclusions of team meetings into actionable tasks. This feature will utilize natural language processing to analyze meeting transcripts or notes to extract key decisions and assign relevant action items automatically to team members based on their roles and current workloads. By ensuring that outcomes from discussions are directly linked to specific tasks, this requirement promotes accountability and helps maintain momentum following meetings, driving the project forward and ensuring that action items are not overlooked.

Acceptance Criteria

Meeting notes have been analyzed automatically after a project meeting concludes, where decisions were documented clearly and assigned to appropriate team members based on their roles and workloads.

Given a completed meeting transcript, when the system processes the notes, then it should extract at least 90% of the key action items and assign them to the relevant team members accurately based on pre-defined roles.

A team member has recorded a meeting where multiple action items were discussed and agreed upon; the expectation is that those items will be captured and assigned to individuals in a timely manner.

Given a meeting with at least five recorded decisions, when the transcript is processed, then each action item must be assigned to a team member within 15 minutes of meeting completion, ensuring timely follow-up.

In a weekly team stand-up meeting, project updates require the identification of tasks that need to be prioritized and reassigned following discussions about project status changes.

Given updates from a weekly stand-up meeting, when the project status changes, then the system should generate alerts suggesting at least three relevant tasks for follow-up, based on changes in team availability and project dynamics.

Meeting outcomes are manually translated into action items by team leaders, which can be time-consuming and error-prone; the requirement is to automate this process for efficiency.

Given a meeting where at least ten decisions are made, when the transcripts are processed, then the system should create a report that categorizes these decisions into at least three distinct action items automatically.

A team member finishes a meeting and needs to ensure all action items are correctly assigned to avoid confusion over responsibilities and maintain accountability.

Given a list of action items generated post-meeting, when a team member reviews their assigned tasks, then they should find at least 95% of the assignments correct based on their role and input during the meeting.

Customizable Alert Preferences

"As a user, I want to customize my alert settings so that I only receive notifications that are relevant to me and my work to improve my focus and productivity."

Description

The Customizable Alert Preferences requirement enables users to tailor the types and frequencies of alerts they receive regarding task suggestions and project changes. This feature will allow users to select preferences based on their roles, responsibilities, and personal productivity styles, creating a personalized experience that enhances user engagement. By offering granular control over alerts, users can avoid notification fatigue and prioritize the information that is most relevant to their work. This capability not only improves the user experience but also increases the likelihood that alerts will be acted upon when they are delivered.

Acceptance Criteria

As a project manager, I want to customize my alert preferences, so I only receive notifications about high-priority task suggestions relevant to my role.

Given I am in the alert preferences section, when I select 'High Priority' from the alert types, then I should only receive alerts categorized as high priority for my projects.

As a team member, I want to set the frequency of alerts, so I can choose to receive updates hourly, daily, or weekly based on my workload.

Given I have the option to set alert frequency, when I select 'Daily', then I should only receive one summary alert each day with all relevant task suggestions and updates.

As a user, I want to have the ability to mute alerts temporarily during meetings to avoid distractions while still being able to access them afterward.

Given I am in a meeting, when I enable the 'Mute Alerts' option, then I should not receive any notifications during the meeting, but I should be able to see a summary of missed alerts after the meeting ends.

As a user with multiple roles, I want to customize my alert preferences differently for each role, so I can get the most relevant notifications based on my current responsibilities.

Given I have multiple roles assigned, when I customize alert preferences for each role individually, then I should receive tailored alerts that align with the active role I am in.

As a user, I want to receive alerts for project status changes, so I can respond quickly to changes that may affect team productivity.

Given a project status has changed, when the status change occurs, then I should receive an alert specific to that change promptly notifying me of the new status.

As a user, I want to see a history of my alert preferences to understand how my customizations have impacted my notifications over time.

Given I have previously set custom alert preferences, when I navigate to the alert history section, then I should see a log of past preferences and events that triggered alerts.

Integration with Third-Party Tools

"As a team member, I want to receive alerts and task suggestions directly in my preferred collaboration tool so that I can stay informed and act upon notifications without switching platforms."

Description

The Integration with Third-Party Tools requirement is aimed at providing seamless connectivity between TeamSync and external applications such as Slack, Google Workspace, and project management tools like Trello or Asana. This feature will allow context-aware alerts to be pushed directly into these platforms, enabling team members to receive real-time notifications in their preferred working environments. By facilitating these integrations, TeamSync will enhance the overall user experience, allowing for more flexible and efficient workflows that accommodate various collaboration preferences and tools utilized by different teams.

Acceptance Criteria

When a project status changes in TeamSync, users receive an alert with suggested tasks in their integrated Slack channel.

Given the project status is updated to 'In Progress', When the status changes, Then a context-aware alert is sent to the corresponding Slack channel with relevant task suggestions.

When a meeting concludes in TeamSync, the participants receive an alert via Google Workspace suggesting follow-up actions based on meeting outcomes.

Given a meeting has ended, When the meeting discussion is evaluated, Then a follow-up alert is sent to all participants' Google Workspace calendar and email with action items derived from the meeting notes.

Users can customize the types of alerts received from integrated third-party tools to better suit their team dynamics.

Given a user accesses the settings in TeamSync, When they select alert preferences from integrated tools like Asana or Trello, Then those preferences are saved and dynamically adjust the alerts sent in real-time.

A team member is out sick and their tasks are re-assigned; context-aware alerts notify team members of these changes and suggest next steps.

Given a user is marked as unavailable, When their tasks are reassigned to team members, Then alerts are dispatched to those members outlining their new responsibilities and any related tasks.

Real-time notifications popup in TeamSync for users who are working within their integrated project management tool as tasks are updated.

Given updates are made to tasks in Trello, When a task status is modified, Then users using TeamSync receive a real-time notification in-app reflecting the changes made.

Integrations should allow seamless access to alerts from TeamSync directly from mobile applications of third-party tools.

Given a user has TeamSync integrated with their mobile Trello app, When context-aware alerts are generated, Then those alerts are accessible within the Trello app interface on mobile devices.

Real-Time Analytics Dashboard

"As a project manager, I want to have access to a real-time analytics dashboard so that I can monitor project progress and quickly identify areas that need attention or improvement."

Description

The Real-Time Analytics Dashboard requirement involves creating a visual interface that showcases key metrics and contextual data related to project performance and team engagement. This dashboard will aggregate data from various project activities, including task completion rates and meeting outcomes, to provide insights that can drive better decisions and action plan adjustments. The analytics dashboard will enable users to visualize trends and make informed choices regarding task management and resource allocation. By making data-driven insights accessible, this feature supports the strategic planning process within projects and helps identify performance bottlenecks proactively.

Acceptance Criteria

Display of Key Metrics in Real-Time on the Dashboard

Given a user is logged into TeamSync, when they navigate to the Real-Time Analytics Dashboard, then they should see updated key metrics, including task completion rates and meeting outcomes, displayed graphically without significant delay.

Customization of Dashboard Widgets

Given a project manager is on the Real-Time Analytics Dashboard, when they select the option to customize their dashboard, then they should be able to add, remove or rearrange widgets representing various project metrics with ease and the changes should be saved for future sessions.

Alerts Triggered by Contextual Changes

Given a user is utilizing the Real-Time Analytics Dashboard, when there is a significant change in project status or team availability, then the system should automatically trigger context-aware alerts suggesting related tasks and updates, which are displayed prominently on the dashboard.

Historical Data Access within the Dashboard

Given a user is viewing the Real-Time Analytics Dashboard, when they select a specific date range for analysis, then they should be able to see historical project performance metrics during that period, including any relevant analysis on trends.

User Engagement Insights

Given a project manager accesses the Real-Time Analytics Dashboard, when they request insights regarding team engagement, then they should be presented with data visualizations showing individual and team contribution rates, along with trends over time.

Integration with External Tools for Data Aggregation

Given a user has connected external tools like Slack or Google Workspace, when they view the Real-Time Analytics Dashboard, then the dashboard should include aggregated data from these tools related to project activities and team collaboration.

Exporting Analytics Data

Given a user is on the Real-Time Analytics Dashboard, when they select the option to export data, then they should be able to download a report in CSV format containing all displayed metrics and insights for offline analysis.

Feedback-Driven Adjustments

Incorporate user feedback to refine task recommendations continuously. By allowing users to provide input on the relevance and usefulness of suggested tasks, this feature ensures that the recommendations evolve with team needs and preferences.

Requirements

User Feedback Collection

"As a team member, I want to provide feedback on the task recommendations so that they can be refined to better match my working style and project needs."

Description

Implement a feature that allows users to submit feedback regarding the relevance and usefulness of suggested tasks. This will involve creating an intuitive interface where users can rate tasks, provide comments, and flag items as helpful or unnecessary. The collection process will be seamless, ensuring minimal disruption to the user experience. This functionality is crucial for continually aligning suggestions with user expectations and improving overall satisfaction with the platform.

Acceptance Criteria

User submits feedback for a suggested task after completing it during a team meeting.

Given a suggested task is displayed in the user interface, when the user clicks on the feedback button, then they should be able to rate the task on a scale of 1 to 5, provide comments, and submit their feedback successfully.

User views the feedback summary for suggested tasks in their dashboard.

Given a user is logged into their dashboard, when they navigate to the feedback section, then they should see a summary of all submitted feedback for tasks with average ratings and prominent user comments.

User flags a suggested task as unnecessary during task review.

Given a list of suggested tasks is presented, when the user selects the flag option for a specific task, then that task should be marked as unnecessary and noted in the feedback system for future adjustments.

Team manager reviews feedback trends on task suggestions after a month.

Given the manager accesses the analytics dashboard, when they filter the feedback data by task suggestion over the last month, then they should see visualized trends and insights based on user feedback ratings and comments.

User updates previously submitted feedback based on new experiences with the task.

Given a user is on their feedback history page, when they select the option to edit their existing feedback, then they should be able to change their rating, modify comments, and resubmit the updated feedback successfully.

User receives a notification when suggested tasks are updated based on feedback.

Given the user has submitted feedback, when the task recommendations are adjusted due to this feedback, then the user should receive a notification informing them of the changes made to their task suggestions.

Dynamic Task Adjustment Engine

"As a project manager, I want the task recommendations to adapt based on team feedback so that I can ensure the team is always focused on the most relevant activities."

Description

Develop a dynamic engine that analyzes user feedback in real-time and adjusts task recommendations accordingly. This engine will utilize algorithms to weigh feedback and identify patterns that will enable the system to enhance the accuracy of future task suggestions based on collective user input. The engine should be robust enough to handle varying volumes of feedback without compromising performance, ensuring that task recommendations evolve as the team’s needs change.

Acceptance Criteria

User submits feedback on task recommendations after completing a project.

Given that a user completes a project and provides feedback on the task recommendations received, when the feedback is submitted, then the Dynamic Task Adjustment Engine should log the feedback and adjust future task recommendations according to the input received within a 10-minute timeframe.

Team member reviews recommended tasks based on past user feedback.

Given that a team member views their recommended tasks, when the Dynamic Task Adjustment Engine processes new feedback patterns, then the recommended tasks should reflect at least 80% relevance based on the combined user feedback collected in the last 30 days.

Admin monitors the performance of the Dynamic Task Adjustment Engine under high feedback volume.

Given that user feedback is being submitted at a high volume (over 100 feedback entries per minute), when the feedback is processed by the system, then the Dynamic Task Adjustment Engine should maintain a response time of less than 2 seconds for updating task recommendations.

User provides feedback indicating a specific task was not relevant.

Given that a user marks a recommended task as irrelevant, when the feedback is submitted, then the Dynamic Task Adjustment Engine should reduce the weight of that task in future recommendations for that user by at least 50% within the next recommendation cycle.

Multiple users provide positive feedback on a newly suggested task.

Given that multiple users respond positively to a new task suggestion, when feedback is compiled, then the Dynamic Task Adjustment Engine should increase the likelihood of that task being recommended to other users by at least 70% in the next update.

System administrator audits the feedback processing logs.

Given that a system administrator reviews the feedback processing logs, when reviewing must reveal logs of at least 99% of user feedback being accurately processed within established timeframes, then the Dynamic Task Adjustment Engine can be considered stable and reliable.

User requests a summary of task recommendation adjustments over time.

Given that a user requests a report summarizing task recommendation adjustments based on their feedback, when the request is processed, then the system should deliver a report that details at least three changes made to task recommendations over the last month, correlating with specific user feedback instances.

Feedback Analytics Dashboard

"As a team leader, I want to access analytics on user feedback regarding task recommendations so that I can make data-driven adjustments to enhance team productivity."

Description

Create a dedicated dashboard for displaying analytics derived from user feedback on task recommendations. This dashboard will showcase trends in user preferences, highlight commonly flagged tasks, and provide insights into how team members interact with suggested activities. This visual representation of data will enable managers to make informed decisions and adjustments to workflows based on user needs, fostering an environment of continuous improvement.

Acceptance Criteria

User Interaction With Feedback Analytics Dashboard

Given a user accesses the Feedback Analytics Dashboard, when the dashboard loads, then it should display the latest user feedback data and analytics related to task recommendations for the past 30 days.

Understanding Task Recommendation Trends

Given the data is available, when the analytics are loaded, then the dashboard should show at least three key trends in user feedback on task recommendations, using visual elements like graphs or charts.

Flagged Tasks Visibility in Dashboard

Given a user accesses the dashboard, when they view the analytics, then it must highlight the top five commonly flagged tasks that users have marked as irrelevant or unhelpful.

User Interaction with Customization Options

Given the user is on the Feedback Analytics Dashboard, when the user selects different timeframes for analysis (e.g., last week, last month), then the dashboard should update to reflect the selected timeframe accurately.

Exporting Feedback Data

Given the data displayed on the Feedback Analytics Dashboard, when a user selects the export function, then they should be able to download the data in CSV format without errors.

Dashboard Responsiveness Across Devices

Given a user accesses the Feedback Analytics Dashboard on different devices (desktop, tablet, mobile), when the user switches between devices, then the dashboard should maintain functionality and display correctly across all platforms.

Real-time Notification System

"As a user, I want to be notified when my feedback results in changes to task recommendations so that I know my input is making a difference."

Description

Build a real-time notification system that alerts users when adjustments are made to task recommendations based on their feedback. Notifications can include updates on task relevance, any new tasks generated from feedback, and acknowledgment of user input. This will ensure that users feel their feedback is valued and encourage ongoing participation in the feedback process, thus fostering a culture of collaboration and user engagement.

Acceptance Criteria

Real-time Notifications for Task Adjustments

Given a user receives a notification for task adjustments, when they view the notification, then it must display the updated relevance of tasks based on their feedback.

Acknowledgment of User Feedback

Given a user submits feedback on a task recommendation, when the system processes the feedback, then the user should receive a notification acknowledging their input within 5 minutes.

New Task Notifications Based on Feedback

Given a user provides feedback indicating a need for a new task, when the system generates a new task, then the user must receive a notification detailing the newly created task within 10 minutes after submission.

View Notification History

Given a user wants to check past notifications, when they access the notification history, then they should see a chronological list of all notifications related to task adjustments and user feedback.

Notification Delivery Method

Given a user prefers certain notification settings, when a task adjustment occurs, then the notification must be sent via the user’s preferred method (email, in-app, or SMS) as specified in their settings.

User Participation Encouragement

Given that users receive notifications on task adjustments, when they engage with the notifications, then the system should prompt them for further feedback on task recommendations periodically to enhance ongoing participation.

System Performance Under Load

Given that multiple users are providing feedback simultaneously, when adjustments are made to recommendations, then the notification system should send alerts to all affected users without delay or failure.

User Experience Optimization

"As a user, I want the feedback process for task recommendations to be straightforward and quick so that I can easily express my opinions without disrupting my workflow."

Description

Revamp the user interface related to task recommendations to ensure it is user-friendly and encourages feedback submission. This includes simplifying the feedback process, enhancing visibility for providing input, and ensuring that users can easily navigate between recommendations. This optimization aims to increase user engagement and the volume of feedback, leading to better data for refining task suggestions.

Acceptance Criteria

User submits feedback on the relevance of task recommendations after completing tasks.

Given a user has received task recommendations, when the user completes a task, then the UI should display a prompt to provide feedback on the task's relevance, which is easily accessible.

User navigates through task recommendations seamlessly.

Given a user is on the task recommendations page, when the user clicks on a different task, then the UI should allow navigation without loading delays or confusion, maintaining a clear context of the task list.

User submits feedback easily and intuitively.

Given a user is interacting with a task recommendation, when the user clicks on the feedback option, then the feedback form should appear within 1 second and should only require two clicks to submit feedback.

Manager reviews user feedback to refine task recommendations.

Given a manager accesses the feedback summary, when they view the results, then the data should be displayed in a clear format that includes graphs and user comments regarding task relevance, allowing easy analysis.

User feels encouraged to provide feedback after each task completion.

Given a user has completed a task, when they view the task history, then the user should see an invitation to provide feedback prominently displayed, making it feel like an integral part of the process.

User provides feedback on the usefulness of the task recommendations they received.

Given a user has completed recommended tasks, when they click to provide feedback, then they should be able to rate the usefulness on a scale of 1 to 5 stars and submit written comments with ease.

Visionary Goals Alignment

Suggest tasks that align with broader strategic goals and milestones established by the team. This feature ensures that daily activities are not just productive but also meaningful, contributing to long-term objectives.

Requirements

Task Suggestion Engine

"As a team member, I want to receive task suggestions that align with our strategic goals so that I can contribute more effectively to the team's long-term success."

Description

The Task Suggestion Engine is designed to analyze the strategic goals set by the team and generate relevant task suggestions for individual members. This functionality will pull from existing project data, current task progress, and team member roles to propose actionable items that not only foster productivity but also ensure alignment with the team's broader objectives. By integrating this feature into the TeamSync platform, users can bridge the gap between daily tasks and overarching goals, improving clarity in workload expectations and driving meaningful contributions towards strategic milestones. It will also promote accountability and encourage proactive engagement with one’s role in the team.

Acceptance Criteria

Task Suggestion for a New Strategic Initiative

Given a new strategic initiative is set by the team, when a user logs into TeamSync, then the Task Suggestion Engine should display task suggestions that align with the new initiative, considering user roles and current project data.

Review of Suggested Tasks by Team Members

Given a list of suggested tasks generated by the Task Suggestion Engine, when team members review these suggestions, then they should be able to accept, modify, or reject each task and provide feedback on the alignment with their workload.

Integration with Current Task Progress Tracking

Given that team members have ongoing tasks, when the Task Suggestion Engine analyzes their progress, then it should utilize this information to suggest new tasks that complement or enhance their current workload without causing overlap.

Performance Evaluation of Suggested Tasks

Given a set of tasks suggested by the Task Suggestion Engine over a period of time, when the team reviews task completion and performance metrics, then at least 80% of the completed tasks should align with the set strategic goals.

User Feedback on Task Suggestions

Given that users receive task suggestions, when they provide feedback on these suggestions, then there should be at least a 75% satisfaction rate reported in the feedback regarding the relevance and usefulness of the tasks suggested.

Adaptation of Suggestions Based on Role Changes

Given that a team member's role changes within the organization, when the Task Suggestion Engine recalibrates based on this change, then it should generate new task suggestions relevant to their updated responsibilities within two workdays.

Consistency of Task Suggestions with Strategic Goals

Given ongoing project insights and updates, when the Task Suggestion Engine presents tasks, then at least 90% of these suggestions should relate directly to the strategic goals outlined for the team.

Goal Tracking Dashboard

"As a project manager, I want to access a dashboard that displays our strategic goals and progress on tasks so that I can ensure the team stays aligned and on track for successful outcomes."

Description

The Goal Tracking Dashboard provides a centralized view where users can visualize the team’s strategic goals alongside task progress and deadlines. This element enhances users' ability to monitor alignment between daily activities and long-term objectives through visual metrics such as progress bars, milestone markers, and completion percentages. Integration with existing data from task management components of TeamSync will allow users to see in real-time how their work contributes to overall project outcomes, fostering a culture of accountability and motivation to achieve collective goals, while also enabling team leaders to make informed decisions based on performance data.

Acceptance Criteria

Display Real-Time Task Progress

Given the user navigates to the Goal Tracking Dashboard, when they review the progress section, then they should see real-time updates of task completion percentages for each strategic goal.

Visual Representation of Goals and Milestones

Given the user accesses the Goal Tracking Dashboard, when they view the dashboard, then they should see visual metrics such as progress bars and milestone markers indicating the status of each goal.

Integration with Task Management Components

Given the user has tasks linked to strategic goals, when tasks are updated in the task management system, then the Goal Tracking Dashboard should reflect these updates in real-time.

User Accountability and Reporting

Given a user wants to assess team performance, when they generate a report from the Goal Tracking Dashboard, then the report should include task progress data and alignment with strategic goals for each team member.

Usability and User Interface Design

Given that a user interacts with the Goal Tracking Dashboard for the first time, when they navigate through the dashboard, then they should be able to easily understand and interpret the visual metrics without prior training.

Customization of Dashboard Metrics

Given a user has specific metrics they want to track, when they configure the Goal Tracking Dashboard settings, then they should be able to customize the displayed metrics according to their preferences.

Historical Performance Tracking

Given the user wants to track performance over time, when they access the historical data section in the Goal Tracking Dashboard, then they should be able to view past progress metrics and trends related to strategic goals.

Notifications for Goal Alignment

"As a team member, I want to receive notifications about task deadlines and misalignments with our goals so that I can prioritize my work effectively and contribute towards strategic objectives."

Description

The Notifications for Goal Alignment feature enables users to receive alerts and reminders when their assigned tasks are approaching deadlines or when tasks do not align with the team's strategic goals. This functionality will help maintain focus on priorities and ensure that team members adjust their workflows accordingly. Users will be able to customize notification settings to receive real-time updates through various channels such as email, in-app notifications, or SMS, encouraging proactive management of deadlines in relation to strategic objectives. By implementing this, TeamSync ensures that no task falls through the cracks, keeping everyone in sync.

Acceptance Criteria

User receives a notification when a task's deadline is approaching, ensuring they are reminded to prioritize their work accordingly.

Given a user has assigned tasks with deadlines, when the deadline is within the specified notification time frame, then the user receives a notification via their chosen channel (email, in-app, SMS).

User customizes their notification settings to select preferred channels for alerts regarding goal alignment.

Given a user is on their notification settings page, when they save changes to their notification preferences, then the system updates and reflects these changes correctly without any errors.

User receives an alert when a task is identified as misaligned with the team's strategic goals.

Given a user has tasks assigned, when a task does not align with the defined strategic goals, then the user receives an alert notifying them of this misalignment through their configured notification channel.

Users can view a summary of their notifications related to goal alignment in a centralized dashboard.

Given a user accesses the notification dashboard, when they view notifications, then they should see a complete and accurate list of notifications regarding task deadlines and goal alignments.

User acknowledges a notification and wants to mark it as read or snooze it for later.

Given a user receives a notification, when they choose to mark it as read or snooze it, then the system correctly updates the notification status accordingly, reflecting this in their notification history.

System sends reminders for tasks that are overdue or approaching deadlines.

Given a task has exceeded its deadline, when the user checks their notifications, then they see an overdue notification highlighting the task and its original deadline, along with suggested next steps.

An admin user wants to manage notification settings for the entire team to ensure alignment with strategic goals.

Given an admin is in the team management section, when they adjust notification settings for team members, then those settings are applied to the respective users' accounts without any issues, and users are notified of changes.

Goal Review Sessions

"As a team leader, I want to hold regular review sessions to assess our progress on strategic goals so that we can adapt our approach and improve team outcomes over time."

Description

The Goal Review Sessions feature facilitates regular check-ins between team members to assess progress towards strategic goals. Integrating scheduled video conferencing and shared agenda capabilities within the TeamSync platform, this feature enables teams to collaboratively reflect on achievements, discuss challenges, and reassess priorities in real-time. Teams can document key insights during these sessions, promoting a continuous improvement culture and ensuring alignment across objectives. This structured approach enhances accountability and fosters a team-oriented mindset, guiding discussions towards strengthening strategies in pursuit of shared goals.

Acceptance Criteria

Scheduling a Goal Review Session for the team to discuss progress towards their respective strategic goals.

Given that a team member is logged into TeamSync, when they navigate to the scheduling feature, then they should be able to create a new video conference session specifically for a Goal Review with a defined time, date, and agenda.

Conducting a Goal Review Session with the team to assess progress towards their strategic goals.

Given that the Goal Review Session is scheduled and participants have joined, when the session begins, then all participants should be able to access the shared agenda and document real-time insights during the discussion.

Documenting insights and action items during a Goal Review Session for future reference.

Given that the Goal Review Session is ongoing, when the team documents key insights and action items, then these should be automatically saved in the team’s shared repository with timestamps and participant IDs.

Reviewing previous Goal Review Sessions to ensure continuity in discussions and actions.

Given that a team member wants to refer to past Goal Review Sessions, when they access the archive of sessions, then they should see a chronological list of sessions with links to documented insights and action items from each session.

Notifying participants about an upcoming Goal Review Session scheduled in TeamSync.

Given that a Goal Review Session is scheduled for a later date, when the session time approaches, then all participants should receive a notification via the platform and email reminder detailing the session time and agenda.

Reassessing team priorities during the Goal Review Session based on team input.

Given that the Goal Review Session is in progress, when team members discuss challenges and achievements, then they should collaboratively decide on any necessary adjustments to their priorities, reflected in the shared agenda in real-time.

Accessing Goal Review Session feedback to gather insights on team performance.

Given that the Goal Review Session has concluded, when a team member accesses the feedback section in TeamSync, then they should be able to view and analyze feedback provided by participants to advocate for continuous improvement.

Integration with Third-Party Tools

"As a user, I want to integrate TeamSync with my preferred tools so that I can streamline my workflow and ensure all my tasks are aligned with our team goals."

Description

The Integration with Third-Party Tools requirement aims to extend the functionality of TeamSync by connecting seamlessly with popular project management and communication tools like Slack and Google Workspace. This integration will ensure that users can effortlessly align their tasks and goals across multiple platforms and maintain productivity without switching contexts. By allowing data to flow in real-time between TeamSync and external applications, the feature supports comprehensive visibility of tasks and milestones, reinforcing the importance of goal-driven work while enhancing user experience that meets the diverse needs of contemporary teams.

Acceptance Criteria

User initiates a task in TeamSync that is linked to a specific project in Slack.

Given the user is logged into TeamSync and Slack, when the user creates a task in TeamSync linked to a project in Slack, then the task should automatically appear in the Slack channel dedicated to that project.

A team member updates a task status in TeamSync that is reflected in Google Workspace.

Given a task in TeamSync is associated with an event in Google Calendar, when the team member updates the task status in TeamSync, then the corresponding Google Calendar event should update to reflect this change within 5 minutes.

Manager reviews all tasks aligned with strategic goals using TeamSync's dashboard.

Given the manager accesses the TeamSync dashboard, when the manager filters tasks by strategic goals, then only tasks that contribute to these goals should be displayed with their current progress and deadlines.

TeamSync sends notifications to users about upcoming deadlines for integrated tools.

Given deadlines are approaching for tasks linked between TeamSync and third-party tools, when the deadlines are within 3 days, then users should receive notifications via TeamSync and Slack.

User generates a report of completed tasks in TeamSync that are related to Slack projects.

Given the user is in TeamSync, when the user requests a report of completed tasks linked to Slack projects, then a downloadable report containing relevant tasks and their completion statuses should be generated.

TeamSync synchronizes user data with Google Workspace on sign-in.

Given a user signs into TeamSync using Google Workspace credentials, when the user accesses TeamSync for the first time, then all related user data from Google Workspace should sync seamlessly into TeamSync.

Real-Time Polling

Enable users to create and launch polls during meetings in real-time, allowing for instant feedback on topics being discussed. This feature fosters engagement and keeps discussions dynamic, giving team members the opportunity to express their opinions efficiently and effectively.

Requirements

Dynamic Poll Creation

"As a team member, I want to create polls during meetings so that I can quickly gather feedback on topics being discussed and engage my teammates in decision-making."

Description

The Dynamic Poll Creation requirement enables users to generate polls on-the-fly during meetings. Users can customize questions, set response types, and select the poll duration to maximize participation. This functionality provides teams with an interactive tool during discussions, allowing for immediate collection of opinions and feedback, facilitating decision-making in real-time. This integration not only enhances user engagement but also ensures that all team members can voice their thoughts, leading to more inclusive discussions. The polls will be easily accessible within the TeamSync interface, seamlessly fitting into the existing meeting workflows, thus fostering an environment of collaboration and shared input.

Acceptance Criteria

Creating a poll to gather team feedback on a project proposal during a remote meeting.

Given a meeting is in progress, when the user clicks on 'Create Poll', then a poll creation modal should appear allowing customization of the question, response types, and duration before launching the poll.

Launching a poll during a meeting to engage all participants and collect their opinions in real time.

Given a poll is created, when the user clicks 'Launch', then all meeting participants should receive a notification and the poll should be visible on their screens until the defined duration expires.

Viewing the results of the poll immediately after its closure in the meeting environment.

Given the poll duration has ended, when the user selects 'View Results', then the aggregated results should display the individual responses and percentage breakdown of choices in real-time.

Ensuring that the Dynamic Poll Creation interface seamlessly integrates with existing meeting controls without hindering UX.

Given a user is in a meeting, when they attempt to create a poll, then the interface should not obstruct other meeting functionalities (like video, chat, etc.) and should maintain overall usability.

Allowing users to edit poll questions before launching them during meetings.

Given a user has created a poll, when they click 'Edit', then they should be able to modify the question and response types before confirming the final version of the poll for launching.

Providing options for anonymous voting to encourage honest feedback among team members.

Given the user is creating a poll, when they select the option for anonymous responses, then the poll should allow team members to submit answers without identifying themselves in the results.

Ensuring accessibility features are included in the poll creation and voting process during meetings.

Given a meeting participant is using assistive technology, when they interact with the poll, then all features should be navigable with a keyboard and compatible with screen readers, ensuring inclusivity.

Instant Poll Results Display

"As a meeting host, I want to see poll results instantly so that I can guide the conversation based on the team's collective feedback without any delays."

Description

The Instant Poll Results Display requirement facilitates real-time visualization of poll outcomes as soon as participants submit their responses. This feature dynamically updates the results on-screen, allowing users to analyze feedback immediately and adapt discussions accordingly. By presenting data through clear graphs or charts, this functionality enhances understanding and facilitates discussions based on solid evidence of the team's opinions. It will integrate smoothly into the existing meeting interface, ensuring a natural flow of conversation while maintaining focus on key results and insights from the polling activity.

Acceptance Criteria

Real-Time Display of Poll Results After Submission

Given that a user is in a meeting and has launched a poll, when participants submit their responses, then the poll results should be displayed instantly on the screen with updates reflecting each vote in real-time.

Graphical Representation of Poll Outcomes

Given that poll results are being displayed, when the results are shown, then they must be presented in a clear and visually understandable format such as bar graphs or pie charts.

Integration with Meeting Interface

Given that the Instant Poll Results Display feature is integrated, when the feature is used during a meeting, then it must not disrupt the flow of the meeting or interface, allowing seamless navigation between the poll and ongoing discussions.

Accessibility of Poll Results for Participants

Given the poll results are displayed, when any participant requests to view the results post-meeting, then the system should provide access to the aggregated results in a report format via email or through the platform.

User Feedback Mechanism for Poll Effectiveness

Given that the poll results display feature is live, when users complete a meeting, then there should be a feedback mechanism prompting users to rate the effectiveness of the poll results presentation.

Timeliness of Result Updates

Given that the poll is active, when a participant submits a response, then the displayed results must update within 2 seconds to ensure timely feedback during discussions.

User Notifications for Poll Participation

"As a team leader, I want all participants to be notified when a poll is launched so that I can ensure maximum engagement and gather diverse opinions from the team."

Description

The User Notifications for Poll Participation requirement ensures that all meeting participants receive real-time alerts and reminders to participate in polls launched during discussions. This feature will send push notifications and in-platform alerts, ensuring that users do not miss opportunities to contribute their opinions. The notifications will enhance engagement and participation rates, leading to more comprehensive data collection and improved decision-making. This functionality integrates with existing notification settings within TeamSync, allowing users to customize their preferences for receiving alerts relevant to polling activities.

Acceptance Criteria

User is in a TeamSync meeting where a poll has just been launched; the system should notify all participants immediately to ensure maximum engagement.

Given that a poll is launched during a meeting, When the poll is initiated, Then all meeting participants receive a push notification and an in-platform alert within 2 seconds of the poll launch.

A user has customized their notification preferences for polling within TeamSync; the system should respect these settings when sending out notifications.

Given a user has set specific preferences for polling notifications, When a poll is launched, Then the user receives notifications according to their customized settings (e.g., via push notification, in-platform alert, or both).

Participants who join a meeting late should still receive notifications about polls that have already been launched while they were absent.

Given participants join a meeting after a poll has been launched, When a participant joins, Then they receive a notification for the current active poll upon entry into the meeting.

During a meeting, multiple polls are launched one after another; participants should receive a distinct notification for each poll.

Given that multiple polls are launched during a meeting, When each poll is initiated, Then participants receive individual notifications for each poll within 2 seconds of when it is launched.

A user opts out of polling notifications; the system should ensure they do not receive any alerts related to polls.

Given a user has opted out of poll notifications, When a poll is launched, Then the user does not receive any push notifications or in-platform alerts regarding the poll.

If a user has enabled Do Not Disturb mode, they should receive a summary of polls that occurred during their absence after returning.

Given a user has Do Not Disturb mode enabled during a meeting with polls, When the user returns, Then they receive a summary notification of any polls launched while they were away.

Users should be able to provide feedback on the effectiveness of the notification system after participating in a poll.

Given a user has received a polling notification, When the user completes their poll participation, Then they are prompted to rate the notification experience on a scale of 1 to 5 stars.

Poll Analytics Dashboard

"As a project manager, I want to access a dashboard that shows poll analytics so that I can evaluate team engagement and make strategic decisions based on the collected data over time."

Description

The Poll Analytics Dashboard requirement provides an analytical overview of poll performance and participation metrics. This feature aggregates data from multiple polls, presenting insights into response trends and overall team engagement levels. The dashboard will display key metrics such as response rates, average time taken to respond, and recurring themes in feedback. This capability enables managers and team leaders to assess team dynamics, recognize engagement patterns, and make informed decisions based on data. Integration with the existing dashboard features ensures that users can seamlessly navigate through insights and correlate them with other productivity metrics on TeamSync.

Acceptance Criteria

User accesses the Poll Analytics Dashboard after a meeting to review poll performance and participation metrics.

Given that a user has hosted a poll during a meeting, When they navigate to the Poll Analytics Dashboard, Then the dashboard should display aggregate data for that poll, including response rates, average time taken to respond, and recurring feedback themes.

A manager wants to evaluate team engagement by comparing poll results over multiple meetings.

Given that multiple polls have been conducted in different meetings, When the manager views the Poll Analytics Dashboard, Then they should be able to see a comparative analysis of response rates and engagement metrics for each poll over the selected timeframe.

Team leaders need to identify recurring themes in feedback collected from polls to improve future meetings.

Given that feedback has been collected from multiple polls, When the team leader checks the recurring themes section in the Poll Analytics Dashboard, Then the system should categorize themes and highlight the most frequent responses for easy analysis.

A user wants to understand how long participants take to respond to polls to optimize future polling strategies.

Given that a poll has been conducted, When the user views the Poll Analytics Dashboard, Then the average time taken for responses should be clearly displayed alongside the other key metrics.

An administrator needs to ensure that the dashboard integrates seamlessly with existing TeamSync dashboard features.

Given that the Poll Analytics Dashboard is part of the main TeamSync platform, When the administrator accesses the dashboard, Then it should integrate perfectly with other analytics and productivity metrics, allowing for easy navigation between features.

Users expect the dashboard to provide a user-friendly interface for better data understanding.

Given that the user accesses the Poll Analytics Dashboard, When they interact with the dashboard, Then the interface should be intuitive, allowing users to easily locate key metrics and insights without confusion.

Post-Meeting Poll Review

"As a team member, I want to review polls after meetings so that I can recall decisions made and track changes in our team's sentiments and focus areas over time."

Description

The Post-Meeting Poll Review requirement allows users to review poll results and discussions after the meeting concludes. This feature provides a summary of all polls conducted, along with participant responses and any relevant comments made during discussions. The ability to reflect on polling data post-meeting supports continuous improvement within teams by enabling them to recognize patterns and track changes in opinion over time. This will also help in documenting decisions made based on the polls for future reference. The integration with the meeting notes will allow for easy consolidation of feedback and outcomes.

Acceptance Criteria

Post-Meeting Poll Review displays aggregated results for all polls conducted during the meeting, allowing users to easily access and interpret the data.

Given a meeting has concluded where polls were conducted, when a user accesses the Post-Meeting Poll Review, then the system must display a summary of all polls with total votes and percentage breakdowns.

Participants can view their individual responses to polls in the Post-Meeting Poll Review.

Given that polls were conducted during the meeting, when participants open the Post-Meeting Poll Review, then they should see their specific responses alongside the aggregated results.

The Post-Meeting Poll Review integrates seamlessly with meeting notes, consolidating polling data and discussion outcomes for easy reference.

Given a user is viewing the meeting notes, when they navigate to the Post-Meeting Poll Review, then they should be able to see a section detailing the polls conducted and associated comments from the meeting.

Users can export poll results from the Post-Meeting Poll Review for external documentation and analysis.

Given a user is viewing the Post-Meeting Poll Review, when they click the 'Export Results' button, then the system must generate a downloadable report in CSV format containing the poll questions, responses, and participant comments.

The Post-Meeting Poll Review provides a timeline view of polling data to help track changes in opinions over time.

Given multiple meetings have polls conducted, when a user accesses the Post-Meeting Poll Review, then they should be able to view polling data aggregated over time in a timeline format.

Users are notified of new poll results available in the Post-Meeting Poll Review after meetings conclude.

Given a user participates in a meeting where polls are conducted, when the meeting ends, then the user should receive a notification alerting them that the Post-Meeting Poll Review is available for their review.

Anonymity Options

Provide the choice for team members to respond to polls anonymously, ensuring they feel comfortable sharing their honest opinions without fear of judgement. This feature encourages more open and candid feedback, leading to richer insights and stronger team dynamics.

Requirements

Poll Anonymity Configuration

"As a team member, I want to respond to polls anonymously so that I can share my honest opinions without the fear of being judged by my peers."

Description

The Poll Anonymity Configuration requirement allows administrators to enable or disable anonymous responses for polls within TeamSync. This feature is essential as it empowers team leaders to create a safe space for team members to express their candid opinions without the pressure of identification. The implementation of this feature will include backend configurations to toggle anonymity settings, as well as frontend adjustments in the polling interface to inform users of privacy measures. The expected outcome is increased participation and honesty in feedback, leading to more informed decision-making and stronger team cohesion.

Acceptance Criteria

As an administrator, I want to configure the poll anonymity settings so that my team can participate in polls without disclosing their identities.

Given I am an administrator, when I access the Poll Anonymity Configuration settings, then I should see an option to enable or disable anonymous responses for polls.

As a team member, I want to participate in a poll anonymously so that I can provide honest feedback without fear of judgement.

Given a poll where anonymity is enabled, when I submit my poll response, then my identity should not be associated with my response.

As a team member, I want to see a notification in the polling interface indicating whether my response will be anonymous or not.

Given a poll is created, when I view the poll interface, then I should see a clear indication of whether my response is anonymous based on the administrator's settings.

As an administrator, I want to ensure that the anonymity settings are applied consistently across all polls.

Given that I have enabled anonymity for polls, when I create a new poll, then the anonymity setting should default to enabled unless changed explicitly.

As an administrator, I want to disable the anonymous response option for a specific poll to understand who provided feedback.

Given that I am an administrator, when I create or edit a poll, then I should be able to select the option to disable anonymous responses, and it should be visibly marked on the poll interface.

As a team member, I want to receive confirmation after submitting my poll response, so I know it has been recorded correctly.

Given I have submitted my response to an anonymous poll, when I submit my answer, then I should receive a confirmation message indicating my response was successfully recorded.

As an administrator, I want to review the poll results anonymously to analyze team feedback without exposing individual identities.

Given I am an administrator viewing poll results, when I look at the outcome of the poll, then all responses should be aggregated without displaying any individual identifiers.

Anonymous Feedback Visibility

"As a manager, I want to view poll results without knowing who voted what, so that I can foster a culture of honest feedback within the team."

Description

The Anonymous Feedback Visibility requirement ensures that the results of polls conducted with anonymous responses are displayed in a manner that maintains team member anonymity. This includes real-time visualization of poll results, while ensuring that no individual data is traceable back to a specific person. This functionality is vital for preserving the integrity of anonymous feedback, allowing teams to analyze collective opinions effectively without compromising individual privacy. Implementation will involve developing a secure system for result aggregation and displaying aggregated data clearly and succinctly to users. The anticipated benefit is a more open communication culture where team members feel safe to express their views.

Acceptance Criteria

Team members participate in a poll during a virtual meeting to provide feedback on recent project performance anonymously, without revealing their identities while ensuring that the results they see reflect the group's collective input and maintain their anonymity.

Given the poll is initiated within the virtual meeting, When a team member submits their response anonymously, Then the poll results should display only aggregated data without revealing any individual responses or identifiers.

A project manager reviews the results of an anonymous feedback poll after it has closed to identify general team sentiment regarding upcoming project changes without being able to trace any responses back to individual team members.

Given the poll is completed, When the project manager accesses the results page, Then the results should show a comprehensive breakdown of responses, clearly indicating the percentage of votes for each option without revealing individual participation.

A team member revisits a poll results dashboard to verify that the anonymity feature is functioning correctly after the poll concludes and ensure that their individual response is not traceable in any way.

Given a team member accesses the results dashboard, When they view the poll results, Then they should not find any direct correlation between individual responses and the displayed aggregated data or any identifiers of participants.

During a team retrospective meeting, the facilitator prompts team members to respond to an anonymous poll about their experiences, focusing on the effectiveness of current workflows while ensuring no individual contributions are disclosed.

Given that the poll question is presented, When team members respond anonymously, Then the results visualized must remain confidential and should only reflect aggregated feedback visible to all present without indicating who voted for which option.

A developer checks the implementation of the anonymous feedback results visualization during a testing phase to confirm that no user data leaks are present in the results display.

Given the testing environment is set up, When the developer runs a test to submit anonymous responses and views the results, Then the results must show only aggregate figures with no personal identifiers displayed, ensuring security of anonymous feedback.

The product owner reviews the design specifications for the anonymous feedback display to ensure that it fulfills GDPR compliance and preserves participant privacy while providing useful aggregated insights.

Given the design specifications are available, When the product owner evaluates them, Then the specifications should demonstrate a clear strategy for maintaining anonymity while allowing effective data aggregation and visualization without exposure to individual identities.

After implementing the anonymous feedback feature, a QA team member performs a routine test to verify that the system behaves correctly when multiple team members participate simultaneously in an anonymous poll.

Given multiple team members submit their responses at the same time, When the poll closes, Then the system should correctly aggregate all responses without any delay, ensuring real-time updates reflect pooled results without revealing individual contributions.

User Education and Tooltips

"As a new user, I want to see guided tooltips about how to use the anonymous polling feature, so that I can understand how it works and feel comfortable using it."

Description

The User Education and Tooltips requirement involves the creation of informative tooltips or prompts that guide users on how to utilize the anonymity feature for polls effectively. This enhancement will help minimize confusion and drive engagement, promoting understanding of privacy implications. Education materials will be integrated into the user interface, providing clear instructions during the polling process. It is crucial for ensuring that users are aware of their options, fostering a sense of safety when engaging, and enhancing their overall experience. The expected outcome is a more educated user base leading to higher usage rates of the anonymity feature.

Acceptance Criteria

Team member accesses the polling feature during a team meeting and sees clear tooltips explaining how to respond anonymously to polls.

Given the user is on the polling interface, when they hover over the anonymity option, then a tooltip appears explaining the benefits of anonymous feedback and how to respond anonymously.

User watches a brief introduction video before attempting to use the anonymity feature for the first time.

Given the user has not yet engaged with the polling feature, when they access the tooltips for the first time, then they are prompted to watch an introduction video outlining the anonymity feature.

A user interacts with the polling interface and decides to provide feedback through an anonymous poll based on the guidance they received.

Given the user has viewed the tooltips and video, when they submit an anonymous response to the poll, then the response is recorded without displaying personal identifiers.

Team lead reviews engagement metrics post-implementation of the education tooltips for the anonymity feature.

Given the educational tooltips have been integrated, when the team lead checks polling engagement statistics, then there is a reported increase in the number of anonymous responses compared to previous polls without tooltips.

A new team member uses the polling feature for the first time in a meeting setting and accesses tooltips to understand anonymity options.

Given the new user is on the polling screen, when they click on the help icon, then they receive a step-by-step tooltip highlighting how to use the anonymity feature effectively.

Users provide feedback about clarity and usefulness of the tooltips and guidance provided in the interface.

Given users have interacted with the polling feature, when they are surveyed on the tooltips' effectiveness, then the majority report clear understanding and improved comfort with using the anonymity feature based on the guidance provided.

Anonymity Audit Trail

"As an administrator, I want to access an audit trail of polling activities without compromising user anonymity, so that I can ensure compliance with organizational policies."

Description

The Anonymity Audit Trail requirement introduces a backend feature that logs all poll activities while maintaining user anonymity. This feature will allow administrators to monitor the effectiveness of anonymous polling without compromising individual responses, satisfying compliance and governance needs. The audit trail will include actions such as poll creation, changes to anonymity settings, and results views, while ensuring that no personally identifiable information is recorded. This requirement is crucial for businesses that need accountability and transparent oversight over feedback processes while encouraging team member participation.

Acceptance Criteria

Anonymity Audit Trail Tracking for Poll Creation

Given an administrator creates a new poll with anonymity settings enabled, when the poll is created, then an entry must be logged in the audit trail capturing 'Poll Created' with the timestamp and the identifier of the poll, without revealing any user information.

Audit Trail Entry for Changes in Anonymity Settings

Given an administrator changes the anonymity settings of an existing poll, when the settings are updated, then an entry must be logged in the audit trail capturing 'Anonymity Settings Changed' with the timestamp and poll identifier, with no personally identifiable information recorded.

Audit Trail for Poll Results Viewing

Given an administrator views the results of an anonymous poll, when the results are viewed, then an entry must be logged in the audit trail capturing 'Poll Results Viewed' with the timestamp and the identifier of the poll without revealing any user-specific data.

Compliance Check for Logging Anonymity Features

Given that the anonymity audit trail logs all relevant activities, when an external compliance audit is performed, then the audit trail must demonstrate that no personally identifiable information is recorded while allowing oversight of anonymous feedback mechanisms.

Reporting Anonymity Audit Trail Information

Given that the administrator needs to review poll activity, when the administrator accesses the anonymity audit trail, then the system must display a comprehensive list of logged actions including creation, setting changes, and views, all aggregated by date and poll identifier, without disclosing any user identities.

System Notification for Anonymity Feature Changes

Given an administrator modifies the settings of an anonymized poll, when the changes are saved, then the system must trigger a notification indicating that changes have been successfully logged in the audit trail.

Feedback Analysis Dashboard

"As a manager, I want to analyze trends from past polls anonymously, so that I can make data-driven decisions that reflect the team's true sentiments."

Description

The Feedback Analysis Dashboard requirement provides an analytics interface that aggregates data from anonymous polls, enabling teams to view trends and sentiments over time. This feature has the potential to transform raw feedback into actionable insights, showcasing key areas of concern and positive sentiment trends through visualizations such as charts and graphs. Implementation will focus on creating a user-friendly interface that interprets poll data while maintaining anonymity. The expected outcome is a data-driven approach to team dynamics, allowing management to make informed decisions based on collective feedback over time.

Acceptance Criteria

Team members utilize the Feedback Analysis Dashboard to view aggregated data from anonymous polls during a team meeting to assess team morale and areas needing improvement.

Given the dashboard is loaded with data from anonymous polls, when a team member accesses the dashboard, then they should see graphical representations of trends in team sentiment and concerns over the last quarter.

A team leader generates a report using the Feedback Analysis Dashboard after a series of anonymous polls to present during a performance review meeting.

Given the report is generated from the dashboard, when the team leader selects the date range and poll types, then the report should accurately reflect the aggregate data and visualizations corresponding to the selected criteria, including positive and negative feedback breakdowns.

A new team member is trained on using the Feedback Analysis Dashboard, focusing on understanding the visualizations and how to interpret poll data.

Given the training session is conducted, when the new team member is asked to explain the significance of a specific trend displayed in the dashboard, then they should correctly articulate what the trend represents, including its implications for team dynamics.

An operations manager reviews the Feedback Analysis Dashboard to plan for a team-building initiative based on recent feedback trends.

Given that recent feedback indicates a decline in morale, when the operations manager accesses the dashboard, then they should be able to filter results by specific feedback categories and visualize data points that highlight areas of concern.

A team reviews the sentiment trends from anonymous polls to inform strategic planning for the next quarter.

Given the dashboard is presented during a strategy meeting, when the team discusses the insights from the dashboard, then they should be able to identify at least three actionable items based on the sentiment data displayed.

Feedback Visualization

Transform poll results into visual graphics like charts or graphs, making it easier for teams to interpret data at a glance. This feature enhances understanding among participants, enabling quick assessments of group sentiment and clearer decision-making.

Requirements

Interactive Poll Results

"As a team member, I want to visualize poll results in interactive graphs so that I can quickly assess group sentiment and contribute effectively to decision-making discussions."

Description

This requirement entails developing a mechanism to transform user poll results into interactive visual graphics such as charts, graphs, and dashboards. The graphics will be dynamic, allowing users to hover over data points for additional insights, filter results by various parameters, and compare different polls side by side. This functionality will not only enable a clearer understanding of sentiments but will also integrate seamlessly with TeamSync's existing collaboration tools, offering users real-time insights that can enhance group discussions and decision-making processes. The end goal is to make data interpretation straightforward and engaging, facilitating improved outcomes in collaborative settings.

Acceptance Criteria

As a team member participating in a feedback session, I want to view poll results in graphical format during the meeting to facilitate discussion and enhance understanding of group sentiment.

Given that the poll results are generated, when I access the interactive poll results feature, then I should see a graphical representation of the data, including charts or graphs that are updated in real-time during the session.

As a team leader, I need to filter poll results by specific parameters such as demographics or roles, so I can understand trends better among different groups within my team.

Given that I am in the interactive poll results section, when I select filtering options (e.g., by role or department), then the visual representations should update immediately to reflect the filtered results without page refresh.

As a user, I want to hover over data points in the graphical representation of poll results to view detailed insights about each data point, so I can make informed decisions based on the underlying data.

Given that I am viewing the interactive graphs, when I hover over a specific data point, then I should see a tooltip or detailed view that describes the data point’s value, date of polling, and any comments associated with it.

As a product manager, I need to compare the recent poll with previous ones side by side to analyze trends over time and decide on action steps for the team.

Given that I have conducted multiple polls, when I select the compare feature, then I should be able to view two or more polls side by side in visually comparable formats (graphs/charts), clearly highlighting differences and similarities in responses.

As a team participant, I want the option to save the graphical results as a PDF or image file after the meeting to reference later when reviewing our decisions.

Given that the meeting has ended, when I select the option to export the poll results, then I should be able to download the visual graphics in various formats (e.g., PDF, PNG, or JPEG) for future use.

Customizable Visualization Options

"As a project manager, I want to customize the visualization of poll results so that I can better represent team data in line with our branding and project needs."

Description

This requirement will allow users to customize how their poll results are displayed. Users will be able to choose from a variety of visualization styles, including bar charts, pie charts, line graphs, and more, as well as select color schemes and themes that align with their team's branding. This customization capability enhances user engagement and ensures that the data presentation is aligned with user preferences, thus increasing the communication of insights during discussions. Furthermore, the functionality should allow for saving these preferences or templates for future polls, making the process more efficient and user-friendly.

Acceptance Criteria

User selects a bar chart to visualize poll results during a team meeting.

Given the user has set the visualization style to 'bar chart', when the poll results are generated, then the results should display as a bar chart with appropriate labels for each data point and a clear legend indicating what the bars represent.

User customizes the color scheme for their poll results visualization.

Given the user navigates to the customization settings and selects a specific color scheme, when the user applies the color scheme to the chosen visualization style, then the visualization should reflect the selected color scheme accurately.

User saves a visualization template for future polls.

Given the user has configured a visualization with their desired style and color scheme, when the user chooses to save this configuration as a template, then the template should be saved and accessible in the future to quickly apply to new poll results.

User views a line graph representing poll trends over time.

Given the user selects a line graph to display poll results over a period, when the poll results are retrieved, then the line graph should display data points connected by a line showing the trend over the specified period, with clearly marked axes and a title.

User applies a team branding theme to the visualization of poll results.

Given the user has selected a theme that reflects their team branding, when the user generates a visualization, then the resulting visuals should incorporate the selected theme's fonts, colors, and logos according to the specified branding guidelines.

User switches between different visualization types to compare results.

Given the user is viewing poll results in a current visualization, when the user selects a different visualization type (e.g., switches from pie chart to line graph), then the display should immediately update to the new format while retaining the same data integrity.

User uses the 'Preview' feature to check the visual before finalizing.

Given the user is in the customization interface, when the user clicks on 'Preview' after making changes, then a temporary display of their selected visualization style and settings should appear to confirm the changes before the user saves or applies them.

Real-Time Data Updating

"As a user, I want to see poll results update in real-time so that I can stay informed and actively participate in our discussions as they evolve."

Description

This requirement focuses on ensuring that the visualization reflects polling data in real-time. As team members respond to polls, the updates should be instantaneous and automatically reflected in the displayed graphics. This functionality is crucial for ongoing discussions and ensures that decisions are made based on the most current information available. By implementing websockets or similar technology, TeamSync can offer a seamless experience where users feel involved in a dynamic and responsive polling environment, fostering a more interactive and collaborative atmosphere during meetings.

Acceptance Criteria

Polling Session with Live Audience Engagement

Given a polling session is in progress, when a team member submits their response to the poll, then the visual representation of the poll results should update within 2 seconds to reflect the new data.

Real-Time Poll Visualization During Meetings

Given that a meeting is taking place with active polls, when multiple participants submit their votes, then the visual graphics should display the updated data without requiring manual refresh by the user.

User Interaction with Poll Results Visualization

Given that polling results have updated, when a user hovers over a chart or graph, then detailed breakdowns of the poll responses should be displayed in a tooltip, allowing for better data interpretation.

Integration with Notification Systems

Given that a user has opted in, when the poll results are updated, then the user should receive a notification alerting them to the change in results in real time.

Data Consistency Across Devices

Given a user is logged into TeamSync on multiple devices, when poll results are updated on one device, then the user should see the same updated results in less than 1 second on all other devices.

Support for Concurrent Polling Events

Given that multiple polls are active simultaneously during a meeting, when a user votes on one poll, then only the corresponding visual representation for that specific poll should update, without affecting other polls.

Export and Share Visualizations

"As a team leader, I want to export poll visualizations so that I can easily share insights with stakeholders during updates and strategy sessions."

Description

This requirement will enable users to export visual representations of poll results in various formats such as PNG, PDF, or CSV for easy sharing outside of the TeamSync platform. This functionality is essential for creating presentations or reports where insights drawn from multiple pole results are needed. Users should be able to choose to export individual visualizations or entire dashboard views, ensuring flexibility in how they present data to stakeholders or team members not engaged in the collaborative tool. The implementation should also consider permissions and data privacy policies.

Acceptance Criteria

Export Individual Poll Visualization as PNG

Given a user is on the Feedback Visualization page, when they select a poll and choose 'Export as PNG', then the system should generate a PNG file of the selected visualization that can be downloaded.

Export Entire Dashboard as PDF

Given a user has multiple visualizations on their dashboard, when they select 'Export Dashboard as PDF', then the system should compile all visualizations into a single PDF file for download.

Export Visualization as CSV for Data Analysis

Given a user is viewing a poll result visualization, when they choose 'Export as CSV', then the system should create a CSV file containing all underlying data points of that visualization for external analysis.

Permissions Check for Exporting Visualizations

Given a user without export permissions attempts to export a visualization, when they click 'Export', then the system should display an error message stating insufficient permissions.

Data Privacy Compliance for Exported Visualizations

Given a user is exporting visualizations, when the timeline includes sensitive data, then the system should prompt the user to confirm compliance with data privacy policies before allowing the export.

Error Handling for Export Process

Given a user attempts to export a visualization but encounters an error, when the error occurs, then the system should display a clear error message and provide options to retry or cancel.

Multiple Format Selection for Exporting

Given a user views a visualization, when they select the export option, then they should be presented with format choices (PNG, PDF, CSV) to choose how they want to export it.

Mobile-Friendly Visualizations

"As a remote employee, I want to be able to view poll results in a mobile-friendly format so that I can stay updated and participate in discussions even when I’m not at my desk."

Description

This requirement focuses on ensuring that all visual representations of poll results are mobile-friendly, ensuring accessibility across devices. With a growing trend towards mobile usage in professional settings, it is essential that users can view and interact with these visualizations on smartphones and tablets without a loss of functionality. This may involve responsive design practices and simplified interfaces on mobile devices to ensure that the user experience remains intuitive and effective regardless of the screen size being used.

Acceptance Criteria

Viewing Poll Results on Mobile Devices

Given a user accesses the poll results page on a mobile device, when the page loads, then all visualizations should scale appropriately to fit the screen without losing clarity or any interactive features.

Interactive Charts on Smaller Screens

Given a user is viewing a chart on a smartphone, when they tap on a data point, then a tooltip should appear with detailed information about that data point without obstructing the view of the chart.

Landscape Orientation Support

Given a user rotates their mobile device to landscape orientation, when the poll results are displayed, then all visualizations should reflow to utilize the additional width while maintaining readability and functionality.

Touch Accessibility for Visualizations

Given a user taps on a bar in a bar graph on a mobile device, when the interaction occurs, then the system should provide a visual feedback (e.g., color change or animation) to indicate that the bar has been selected.

Loading Times on Mobile Networks

Given a user accesses the poll results using a mobile network, when the data is being loaded, then the visualizations should appear within 3 seconds to ensure a smooth user experience.

Consistent UX Across Devices

Given a user switches between a tablet and a smartphone when viewing poll results, when they interact with the visualizations, then the experience (functional features and aesthetics) should remain consistent across both devices.

Device Compatibility Testing

Given the requirement for mobile-friendly visualizations, when testing is performed, then the visualizations must pass on the latest versions of at least three major mobile operating systems (iOS, Android, Windows Mobile).

Custom Question Templates

Offer a library of customizable question templates tailored for different contexts, such as brainstorming sessions, prioritization discussions, or feedback collection. This feature saves time and enhances the quality of conversations by providing ready-made options that resonate with various meeting goals.

Requirements

Pre-built Question Categories

"As a team leader, I want to access pre-built question categories so that I can quickly find the most relevant questions for our specific meeting type, saving time and enhancing discussion quality."

Description

This requirement focuses on developing a structured library of pre-built question categories suitable for various meeting types—such as brainstorming, feedback sessions, and prioritization discussions. It allows users to quickly navigate through relevant categories to choose suitable templates, ensuring conversations remain focused and aligned with the meeting goals. By categorizing questions, users benefit from a streamlined experience that saves them time in prep and enhances the quality of discussions. Integration with the existing UI will ensure these categories are easily accessible within the application, reinforcing TeamSync’s commitment to improving user efficiency.

Acceptance Criteria

Accessing the library of pre-built question categories during a meeting preparation session.

Given a user is logged into TeamSync, when they navigate to the Custom Question Templates feature, then they should see an organized list of pre-built question categories relevant to various meeting types.

Selecting a question category from the library to use in a brainstorming session.

Given a user is in the Custom Question Templates section, when they select the 'Brainstorming' category, then they should see a list of customizable question templates specifically designed for brainstorming sessions.

Searching for a specific question template within a category.

Given a user is viewing the 'Feedback' question category, when they enter a keyword in the search bar, then they should only see question templates that match the entered keyword within the Feedback category.

Integrating pre-built question categories into an existing UI seamlessly.

Given the team has implemented the library of pre-built question categories, when the user interacts with the UI, they should experience no lag or disruption, ensuring the categories are accessible without affecting overall application performance.

Collecting user feedback on the utility of pre-built question categories.

Given the pre-built question categories have been deployed, when a user utilizes a template and submits feedback, then the system should capture and store that feedback for further analysis towards improving the template library.

Updating the question templates based on user demand.

Given user feedback has been collected, when the development team reviews this feedback, then they should be able to add new question templates or modify existing ones based on the most requested features in the feedback.

Verifying the effectiveness of categorized question templates in enhancing meeting quality.

Given a series of meetings conducted using the question templates, when users report their meeting outcomes through a survey, then at least 75% of users should indicate that the templates helped improve the quality and focus of their discussions.

Dynamic Customization Options

"As a meeting facilitator, I want to dynamically customize question templates during our discussions so that I can tailor the conversation to the participants' needs and keep everyone engaged."

Description

This requirement aims to enhance existing templates by allowing users to dynamically customize pre-built question templates in real-time. Users should be able to edit, add, or remove questions as necessary during meetings, which fosters a more engaging and interactive workflow. The benefit of this requirement is that it empowers users to adapt discussions on the fly, ensuring that the templates fit the evolving context of the conversation. This functionality should be seamlessly integrated within the existing TeamSync interface, ensuring ease of use during live sessions.

Acceptance Criteria

User customizes a pre-built question template during a live brainstorming session to better suit the discussion at hand.

Given a user is in a live brainstorming session, when they access the question template library, then they can edit existing questions in real-time without losing session connectivity.

A project manager uses the dynamic customization options to remove irrelevant questions from a feedback collection template while conducting a team review.

Given a project manager is reviewing feedback templates, when they select a question to remove, then that question is instantly removed from the live template and no longer displayed to participants.

During a prioritization discussion, a team member adds a new relevant question to an ongoing question template that was previously shared.

Given team members are discussing priorities live, when a team member adds a question to the template, then all participants see the new question appear in real-time within the template view.

A user modifies a question in a customizable template to include specific project details relevant to the current meeting's agenda.

Given a user is editing a question in a customizable template, when they save their changes, then the modified question reflects the updates across all devices accessing the template.

Users attempt to save a dynamically customized template after editing during a meeting.

Given users have made changes to a question template during a meeting, when they click 'Save', then the updated template is saved and will be accessible in future sessions without losing any customization.

A user navigates to the customization options of a question template in the TeamSync interface.

Given a user is utilizing TeamSync, when they access the customization feature, then the interface should provide clear options to add, edit, or delete questions alongside a preview of the current template.

A participant tries to use a customized question template that was updated during a meeting they couldn't attend.

Given a participant was not present during the initial use of a customized template, when they access the template afterward, then they can see all updates and changes made to the template during the meeting.

Template Feedback System

"As a user, I want to provide feedback on question templates so that I can help improve the quality and variety of options available for future meetings."

Description

This requirement involves creating a feedback mechanism enabling users to rate and comment on the effectiveness of various question templates after their use in meetings. This system will collect user insights on each template's performance, helping to refine and improve the library over time. By implementing a feedback system, TeamSync can ensure that the most effective templates are highlighted and continuously updated, driving better engagement and value for the users. Integration with analytics tools will be crucial to track usage and feedback efficiently.

Acceptance Criteria

User Interaction with Feedback System

Given a user has completed a meeting using a question template, when they navigate to the feedback section, then they should be able to rate the template on a scale of 1 to 5 and leave comments.

Template Effectiveness Reflection

Given multiple users have submitted feedback on a question template, when viewing the summary report for that template, then it should reflect the average rating and the most common feedback comments.

Data Integration for Analytics

Given the feedback system is in use, when feedback data is collected, then it should be automatically integrated into the analytics dashboard for ongoing monitoring and trends analysis.

User Access to Feedback History

Given a user has provided feedback on question templates, when they visit their profile page, then they should be able to view their feedback history with details of each template rated.

Admin Review Process for Feedback

Given that feedback has been submitted, when an admin reviews the feedback dashboard, then they should be able to mark feedback as addressed or noted for future improvements.

Notification of Feedback Submission

Given a user has submitted feedback on a question template, when the submission is successful, then they should receive a confirmation notification confirming their feedback has been recorded.

Search Functionality for Templates

"As a user, I want to search for question templates by keywords so that I can quickly find and utilize the most relevant options for my meetings."

Description

This requirement focuses on implementing a comprehensive search functionality that allows users to quickly locate specific question templates by keywords or tags. This feature will enhance user experience by reducing the time spent searching for appropriate templates and increasing accessibility to a wide variety of options. By allowing users to find templates easily, TeamSync enhances productivity and encourages the use of well-crafted questions to guide discussions effectively. Integration into the main dashboard will make this feature readily accessible.

Acceptance Criteria

User searches for a specific question template for a brainstorming session to facilitate their upcoming team meeting.

Given a user is on the main dashboard, when they type a keyword related to a brainstorming session in the search bar, then they should see a list of relevant templates that include the keyword in their titles or tags.

A user looks for a prioritization question template by using tags to filter their search results to enhance their decision-making process during a meeting.

Given a user selects tags related to prioritization in the search functionality, when they conduct the search, then they should only be presented with templates that are tagged specifically for prioritization.

An administrator wants to ensure that the search functionality returns accurate results when searching for a recently added template.

Given a user searches for a template that was added to the library within the last week, when they enter the name or relevant keywords, then the search results should include the newly added template in the top results.

A team member is unsure which template to select for feedback collection and wants to browse options available in the library.

Given a user accesses the template library without any search criteria, when they view the results, then they should see a paginated list of all available templates that are organized by category.

A user conducting a search for templates wants to see a visual indicator of how many templates match their search criteria.

Given a user enters a keyword in the search bar, when the results load, then they should see a message displaying the count of templates available that match their search criteria.

A user experiences a slow response when searching for templates due to a large number of results.

Given a user conducts a search that returns over 50 templates, when the user scrolls through the results, then they should experience no loading delays or performance issues while navigating the results.

Integration with Custom Templates

"As a team member, I want to create and save my own question templates so that I can use personalized questions that better suit my team’s dynamics and meeting goals."

Description

This requirement aims to allow users to create and save their own custom templates in addition to using the pre-built library. By enabling this capability, users can tailor questions that reflect their team's language, preferences, and specific needs, resulting in more personalized and relevant meetings. This feature encourages creativity and flexibility, fostering a user-centric approach to meetings. The integration of custom templates into the existing question framework will ensure that users can switch seamlessly between standard and personal options.

Acceptance Criteria

Creating a Custom Template during a Feedback Collection Meeting

Given a user is in a feedback collection meeting, when they select the option to create a custom template, then they should be able to define, save, and use their custom questions seamlessly alongside pre-built templates.

Saving a Custom Template for Future Use

Given a user has created a custom template, when they save this template, then it should be retrievable from their library of templates without any loss of formatting or content.

Switching between Custom and Pre-built Templates

Given a user is conducting a meeting, when they choose to switch from a custom template to a pre-built template, then the interface should update smoothly, retaining all previously entered responses.

Editing an Existing Custom Template

Given a user wants to edit a previously created custom template, when they select the edit option, then they should be able to modify the questions and save the updated template without errors.

Deleting a Custom Template from the Library

Given a user has a custom template they no longer need, when they choose to delete the template from their library, then the template should be permanently removed and not retrievable later.

Using Templates in Different Meeting Contexts

Given a user is preparing for a brainstorming session, when they access the custom template library, then they should see both pre-built and their own custom templates relevant to brainstorming.

Instant Reaction Emoji

Allow participants to respond to discussions or proposals using pre-set emojis for quick reactions. This visual feedback tool can help gauge team sentiment instantly, creating a more interactive and lively atmosphere during meetings.

Requirements

Instant Reaction Emoji Implementation

"As a team member, I want to use emojis to react during meetings so that I can express my feelings about discussions or proposals quickly and visually, making the communication more engaging."

Description

This requirement involves developing a feature that allows participants in TeamSync meetings to respond to discussions or proposals with pre-set emojis. This feature will incorporate a user-friendly interface enabling easy selection of emojis during video calls. The implementation will include backend support to collect and aggregate reaction data, providing insights into team sentiment. By adding this visual feedback tool, TeamSync aims to foster a more interactive and lively atmosphere in virtual meetings, enhancing user engagement and facilitating quick feedback in real time.

Acceptance Criteria

User selects an emoji reaction during a TeamSync meeting.

Given a TeamSync meeting is in progress, when a user clicks on the emoji reaction icon, then they should see a list of pre-set emojis to choose from.

Participants can see emoji reactions in real time during the meeting.

Given that multiple users have selected emoji reactions, when they react during the meeting, then all meeting participants should see these reactions displayed in real time on their screen.

Team leaders can retrieve aggregated emoji reaction data after the meeting.

Given a meeting has concluded, when the team leader accesses the meeting summary, then they should see a report detailing the number and type of emoji reactions received throughout the meeting.

Emojis can be filtered based on positive or negative sentiment.

Given the aggregated reaction data, when a team leader chooses to filter the emoji reactions, then they should be able to view reactions categorized as positive or negative based on predefined criteria.

Emoji reactions are accessible across different devices and platforms.

Given that users are accessing TeamSync from different devices, when they join a meeting and use the emoji reaction feature, then the feature should function consistently on all devices (desktop, mobile, and tablet).

Users can provide feedback on the emoji reaction feature after using it.

Given a meeting has ended, when users are prompted to give feedback on the emoji reaction feature, then they should be able to submit their input through a simple form accessible via the TeamSync interface.

Emoji Customization Options

"As a team member, I want the ability to customize my emojis for reactions in meetings so that I can better express my unique emotions and personality, enhancing my participation in discussions."

Description

This requirement focuses on providing users with options to customize their instant reaction emojis. It should allow users to select from a range of pre-defined emojis or upload their own custom emojis to express unique sentiments. This flexibility in emoji choices will incentivize users to engage more during meetings, as they can communicate in a manner that feels personal and relevant to them. The customization should integrate seamlessly within TeamSync's existing user interface, ensuring that it remains straightforward and intuitive to navigate.

Acceptance Criteria

User logs into TeamSync and navigates to the Instant Reaction Emoji feature during a live meeting.

Given the user is logged into TeamSync, when they click on the emoji reaction button, then they should see a list of pre-defined emojis and an option to upload custom emojis.

User selects a pre-defined emoji during a team meeting to express their reaction to a proposal.

Given the user clicks on a pre-defined emoji, when the emoji is selected, then the emoji should appear next to the corresponding message in the chat window for all participants to see.

User uploads a custom emoji for use in meetings after selecting the emoji customization options.

Given the user chooses to upload a custom emoji, when the upload is successful, then the custom emoji should be added to their available emoji reactions and be viewable in the emoji selection list.

User wants to delete a previously uploaded custom emoji from their emoji selection.

Given the user is on the emoji customization page, when they select a custom emoji and choose to delete it, then the custom emoji should be removed from their selection list and the change should be reflected in the next meeting.

User accesses the emoji customization options on a mobile device during a meeting.

Given the user is using TeamSync on a mobile device, when they navigate to the emoji customization options, then the interface should be optimized for mobile view and function seamlessly as it does on desktop.

User participates in a meeting using emojis to gauge team sentiment during discussions.

Given multiple participants use emojis to react during a meeting, when the emojis are displayed, then there should be a visual representation of the overall team sentiment, such as a summary count of each emoji used.

User wants to explore and experiment with more personalized emoji reactions without leaving the current meeting session.

Given the user wants to explore emoji options, when they access the emoji customization feature, then they should be able to preview changes in real-time without interrupting their current meeting flow.

Emoji Reaction Summary Analytics

"As a team leader, I want to view analytics on emoji reactions from team meetings so that I can understand team sentiment and adjust future discussions to improve engagement."

Description

This requirement encompasses the development of a feature that generates analytics based on the emoji reactions collected during meetings. It will provide managers and team leaders with insights into team sentiment trends by summarizing reactions over time. This analytics capability will help in assessing team morale, understanding engagement levels, and identifying discussion topics that resonate well with the team. Integration with TeamSync’s reporting dashboard is necessary to ensure this data is easily accessible and visually represented for effective decision-making.

Acceptance Criteria

Meeting participants use the Instant Reaction Emoji feature during a live meeting to express their sentiments toward various topics discussed.

Given that a meeting is in progress with the Instant Reaction Emoji feature activated, when a participant selects an emoji reaction, then the emoji should be recorded in real-time and displayed next to the corresponding discussion topic in the analytics report.

At the end of the meeting, managers need to access a summary of the emoji reactions collected during the meeting.

Given that the meeting has concluded, when the manager navigates to the reporting dashboard, then they should see a summary of emoji reactions categorized by topic, with total counts and percentages for each emoji used.

Managers want to identify trends in team sentiment over multiple meetings.

Given that multiple meetings have occurred over a specified time frame, when the manager accesses the emoji reaction analytics report, then they should be able to view a trend line graph that shows the changes in sentiment based on emoji reactions over time.

Team leaders require insights into participant engagement levels during meetings based on emoji reactions.

Given that the Emoji Reaction Summary Analytics feature is implemented, when team leaders generate an engagement report, then the report should include metrics such as average reactions per participant and the most popular emojis used per meeting.

The analytics data needs to be visually represented for easy comprehension by managers.

Given that emoji reaction data is available, when the manager views the reporting dashboard, then they should see visual representations such as pie charts and bar graphs illustrating the distribution of emoji reactions and sentiment trends.

Post-Meeting Recap

Generate a summary report after meetings that highlights polling results and key feedback points discussed. This feature ensures that insights are documented and shared widely, promoting transparency and continuity in projects.

Requirements

Automated Summary Generation

"As a team member, I want to receive an automated meeting recap so that I can quickly reference the discussed points and follow up on action items without needing to take extensive notes during the meeting."

Description

The system must automatically generate a comprehensive meeting recap report that includes polling results, key discussion points, action items, and any feedback shared during the meeting. This feature will help users save time and ensure that critical insights from meetings are captured accurately and distributed efficiently. By integrating the summary generation with existing meeting calendar features, it promotes a seamless transition from meeting to documentation, thereby enhancing overall productivity and communication within teams.

Acceptance Criteria

Post-Meeting Recap Generation for Team Meetings

Given a meeting is completed with at least one polling question, when the meeting ends, then the system generates a recap report that includes the polling results.

Action Items Documentation

Given a meeting recap report has been generated, when the report includes action items discussed, then those action items should be clearly listed with assigned owners and deadlines.

Feedback Inclusion

Given a meeting recap has been created, when the report is reviewed, then it should include key feedback points discussed during the meeting.

Distribution of Recap Reports

Given a meeting recap report is generated, when it is completed, then the system automatically sends the report to all meeting participants via email and within the platform.

Integration with Calendar Events

Given the meeting had a scheduled calendar event, when the recap report is generated, then it should link back to the original calendar event for easy reference.

User Customization of Recap Reports

Given a user preferences setting, when the recap report is generated, then it reflects the user's preferences regarding the level of detail and format of the report.

Quality Assurance Validation

Given the meeting recap feature, when a user reviews the generated report, then they should confirm that the report accurately reflects the meeting content and insights without errors.

Customizable Recap Format

"As a project manager, I want to customize the meeting recap format so that it aligns with our team's workflow and highlights the most relevant information for our stakeholders."

Description

The recap generation feature should allow users to customize the format and content of the meeting summaries according to their preferences. Users should be able to choose which components to include, such as agenda items, participant feedback, and polls, as well as select from predefined templates or create their own. This flexibility will ensure that the meeting summaries meet the specific needs of various teams and enhance the clarity and relevance of the shared information.

Acceptance Criteria

User Customization of Meeting Summary Format

Given a user is on the recap generation page, when they choose to customize the format, then they should see options to select components such as agenda items, participant feedback, and polls, along with predefined template options.

Saving User Preferences for Recap Formats

Given a user has customized the meeting summary format, when they save their preferences, then those preferences should be retained for future meetings and reused automatically unless changed.

Generating Recap with Custom Components

Given a user has selected components for the meeting summary recap, when the meeting has concluded, then the generated recap should include only the selected components formatted according to the user's preferences.

Previewing Meeting Recap

Given a user is generating a recap, when they choose to preview the summary report, then they should see a preview that accurately reflects the chosen formats and components before finalizing the report.

Exporting Meeting Recap in Preferred Format

Given a user has generated a meeting recap, when they select the export option, then they should be able to download the recap in their preferred format (e.g., PDF, Word) with all selected information included.

User Feedback on Recap Usability

Given a user has accessed their generated meeting recap, when they provide feedback on its clarity and relevance, then the feedback should be collected and analyzed for potential improvements to the recap feature.

Integration with Communication Tools

"As a team leader, I want to share the meeting recap in our Slack channel immediately after the meeting so that all team members have access to the insights and can discuss next steps without delay."

Description

The system must support integration with popular communication platforms (e.g., Slack, Microsoft Teams) to enable sharing of the meeting recaps directly in these channels. This integration will facilitate immediate distribution of meeting insights to all relevant participants and stakeholders, ensuring high visibility and promoting accountability for action items. Users will appreciate the ability to keep all conversations and follow-ups in one place, minimizing the need to switch between applications.

Acceptance Criteria

User triggers the 'Post-Meeting Recap' feature after a team meeting in TeamSync.

Given that the user is logged into TeamSync and has completed a meeting, when the user selects the 'Generate Recap' option, then a recap report is generated successfully without errors.

User wants to share the generated meeting recap in Slack.

Given that the meeting recap report has been generated, when the user selects the option to share on Slack, then the recap appears in the designated Slack channel with all key insights and polling results.

User attempts to share the meeting recap in Microsoft Teams after a meeting.

Given that a meeting has concluded and the recap is generated, when the user opts to share the recap in Microsoft Teams, then a message with the recap is sent to the specified Teams channel in real-time.

A stakeholder receives the post-meeting recap in their Slack channel.

Given that the meeting recap has been shared in Slack, when a stakeholder checks their Slack notifications, then they should see the meeting recap message clearly formatted with highlights of key feedback points and action items.

User revisits the shared recap in Slack for follow-up actions.

Given that the recap has been shared in Slack, when the user clicks on the recap message, then they should be redirected to the detailed recap document in TeamSync for further review and action planning.

The system logs an integration error while attempting to share the recap in Slack.

Given that the user attempts to share a recap in Slack, when there is a connectivity issue or incorrect authentication, then the system should display an error message detailing the issue without crashing.

Feedback Collection Mechanism

"As a team member, I want to provide feedback on the meeting recap so that I can help improve the quality of future summaries and ensure they meet our team's needs."

Description

The feature must include a mechanism for collecting feedback on the meeting recaps from participants. Users should be able to quickly rate the usefulness of the summaries and provide any additional comments or suggestions for improvement. This will help the product team understand the effectiveness of the summaries and make iterative enhancements, ultimately ensuring that the summaries continue to meet user needs over time.

Acceptance Criteria

As a meeting participant, I want to receive a post-meeting recap that includes polling results and key feedback points discussed, so that I can review important outcomes and insights from the meeting.

Given I have attended a meeting, when the post-meeting recap is generated, then I should receive an email with a summary that includes polling results and key discussion points.

As a user of the Feedback Collection Mechanism, I want to rate the usefulness of the post-meeting recap after reading it, so that I can provide direct feedback to the product team.

Given I have received a post-meeting recap, when I access the feedback collection section, then I should be able to rate the recap on a scale of 1 to 5 stars and submit my rating.

As a user providing feedback, I want to leave additional comments or suggestions regarding the post-meeting recap, so that I can express my thoughts for further improvements.

Given I am on the feedback collection page, when I submit my comments after rating the recap, then my comments should be recorded and displayed on the feedback summary report for the product team.

As a team leader, I want to review the feedback metrics gathered from participants about the post-meeting recaps, so I can assess their effectiveness and make informed decisions for future meetings.

Given feedback has been collected from at least 5 participants, when I view the feedback metrics dashboard, then I should see the average rating and a summary of comments for the latest post-meeting recaps.

As a product manager, I want to ensure that user feedback informs future improvements to the post-meeting recap feature, so that the summaries can continuously evolve to meet user needs.

Given feedback has been collected over a period of 3 months, when a new version of the post-meeting recap feature is planned, then there should be documented insights from user feedback incorporated into the new design.

As a participant in multiple meetings, I want to access previous post-meeting recaps and their associated feedback, so that I can track improvements over time and how participant feedback has influenced changes.

Given that there are multiple past meeting recaps available, when I navigate to the archives of past meetings, then I should be able to view each recap along with its feedback summary and ratings.

Action Items Tracking

"As a project participant, I want to see a clear list of my assigned action items in the meeting recap so that I can stay accountable and track my responsibilities after the meeting."

Description

The meeting recap should automatically highlight and track action items assigned to participants during the meeting. Each action item will include the responsible individual, a deadline, and status updates. This functionality aims to facilitate accountability and follow-up, ensuring that commitments made during meetings are transparently tracked and managed.

Acceptance Criteria

Action items assigned during a meeting should be documented in the meeting recap to ensure follow-ups are tracked effectively.

Given a completed meeting with assigned action items, when I access the post-meeting recap, then I should see a list of action items with the assigned individual, due dates, and status updates.

The meeting recap should automate reminders for action items assigned during the meeting to ensure accountability.

Given an action item assigned with a due date, when the due date is approaching, then the responsible individual should receive a reminder notification through the TeamSync platform.

Users should be able to view historical action items from past meetings to assess project progress and accountability.

Given a past meeting recap, when I browse the action items list, then I should see all historical action items, their status, assignees, and completion dates.

Action items should allow for status updates to reflect progress or completion, ensuring transparency in tasks.

Given an action item assigned to a participant, when the participant updates the status of the action item, then the new status should be reflected in the recap immediately for all users to see.

Meeting organizers should be able to edit action items within the meeting recap post-meeting to correct or update details as necessary.

Given a meeting recap with action items, when I access the recap as an organizer, then I should be able to edit action items, including assignee, due date, and status, and save these changes.

The system should generate analytics based on action item completion rates to help understand team performance and accountability.

Given a set of action items tracked over multiple meetings, when I generate a report, then I should see analytics regarding completion rates, overdue items, and accountability by team member.

Polling Reminders

Integrate automatic reminders for upcoming polls during meetings, ensuring that participants actively participate and do not miss the chance to weigh in on important discussions. This feature helps keep momentum going and encourages a culture of contribution.

Requirements

Automated Poll Notifications

"As a meeting organizer, I want automated reminders for polls so that participants can actively engage and contribute their opinions during discussions."

Description

This requirement details the integration of automated notifications that remind participants of upcoming polls during scheduled meetings. These notifications will be configurable by the meeting organizer, allowing settings for reminder frequency (e.g., 10 minutes, 1 day before) and method of delivery (e.g., in-app notifications, email). The primary purpose is to enhance participant engagement by keeping polls at the forefront of attendees' minds, thereby encouraging active involvement in discussions and decision-making processes. This feature aligns with TeamSync's objective to foster collaboration and participation in remote settings, ensuring critical contributions are not overlooked.

Acceptance Criteria

Configurable Reminder Settings for Meeting Organizers

Given a meeting organizer, when they navigate to the poll settings, then they should be able to configure the reminder frequency options (e.g., 10 minutes, 1 day before) and choose the delivery method (e.g., in-app notifications or email).

Automatic Reminder Delivery During Scheduled Meetings

Given a scheduled meeting with active polls, when the reminder frequency timer reaches the specified time, then the participants should receive notifications through their chosen method (in-app or email) before the poll closes.

Participant Engagement Metrics from Poll Reminders

Given a completed meeting session, when the meeting organizer reviews participant engagement metrics, then they should see an increase in poll participation rates attributed to the automated reminders, compared to previous meetings without reminders.

Notification Customization by Meeting Organizers

Given a meeting organizer, when they set up a poll in the meeting, then they must be able to customize the reminder message that will be sent to the participants, ensuring clarity on the poll’s purpose.

Testing Notification Delivery Reliability

Given a scheduled meeting with configured reminders, when the meeting occurs, then the system must demonstrate a 99% success rate in delivering reminders to participants as per the organizer's configuration.

User Interface for Managing Poll Notifications

Given a meeting organizer, when they access the settings for polls, then they must find an intuitive user interface that allows them to easily manage reminder settings without technical assistance.

User Feedback Collection on Poll Effectiveness

Given that the polls have been conducted, when participants receive post-meeting follow-up surveys, then at least 80% should report that the automated reminders helped them to participate in the polls more actively.

Configurable Polling Options

"As a meeting host, I want to configure polling options to suit the meeting's context so that I can gather relevant and actionable feedback from participants."

Description

This requirement specifies that organizers should have the ability to configure various options for polls, including question type (multiple choice, free text), anonymity settings, and response time limits. This feature allows for tailored polling experiences based on the context of the discussion, promoting thoughtful and relevant contributions from participants. The integration of these configurable options ensures that polls are effective tools for gauging team sentiment and decision-making, thus enhancing the overall productivity of meetings conducted via TeamSync.

Acceptance Criteria

User Configures Poll Options for Team Meeting

Given the organizer is logged into TeamSync, when they navigate to the polling settings, then they should be able to select at least one question type (multiple choice or free text), set anonymity options (anonymous or non-anonymous), and define a response time limit (minimum of 1 minute to maximum of 10 minutes) for the upcoming poll.

User Receives Poll Reminder

Given that a poll is scheduled in a team meeting, when the meeting is about to start, then all participants should receive an automatic notification reminder via their preferred communication channel (email or in-app notification) at least 5 minutes before the poll begins.

Participant Votes in Configured Poll

Given that the polling has started during a team meeting, when a participant selects a response for the poll within the defined response time, then their response should be recorded and counted in real-time, ensuring they cannot submit another response after the poll ends.

Organizer Reviews Poll Results After Meeting

Given that a poll was conducted during the meeting, when the organizer accesses the meeting summary, then they should be able to view a complete analysis of the poll results, including the total number of responses, distribution of responses by type, and feedback on participant anonymity settings.

Facilitator Updates Poll Settings Mid-Meeting

Given that the facilitator needs to adjust the poll settings during a live meeting, when they access the polling options, then they should be able to change the question type, response time, and anonymity settings without disrupting the ongoing meeting.

User Tests Poll Functionality in Demo Meeting

Given that a user is testing the polling feature in a demo meeting environment, when they configure a poll with different options and participants engage with it, then the system should function without errors, the options should reflect the user's configurations, and all responses should be accurately captured.

Visibility of Poll Results

"As a participant in a meeting, I want to see the results of the poll in real-time so that I can understand the team's perspectives and contribute effectively to the discussion."

Description

This requirement involves creating a functionality to display poll results in real-time during meetings after participants have voted. The results should be presented in a clear and visually engaging manner, utilizing graphs or charts for better comprehension. By allowing real-time visibility of poll results, TeamSync can enhance transparency and stimulate discussions based on collective input. This feature reinforces the culture of open communication and shared decision-making within teams, promoting better alignment on strategic goals and fostering an inclusive environment.

Acceptance Criteria

Real-time Display of Poll Results during Meetings

Given the meeting has started and participants have completed the poll, when the poll closes, then the poll results must display in real-time on the screen using a graph or chart format that is easily understandable by all participants.

Interactive Visual Representation of Poll Results

Given that the poll results are displayed, when users hover over different sections of the graph or chart, then additional statistics like percentage of votes should be shown in a tooltip for better comprehension.

Immediate Updates of Poll Results

Given that new votes are cast in the poll, when a participant submits their vote, then the poll results must update immediately without requiring a page refresh or other manual action from participants.

Clarity of Poll Result Metrics

Given the poll results are displayed at the end of the voting process, when the results are shown, then a summary of results should be provided, including total votes cast, percentage of each selectable option, and time remaining for discussion.

User Feedback on Poll Visibility

Given that a participant views the poll results during a meeting, when the poll results are displayed, then at least 80% of participants should confirm that the results were clear and easy to understand through a follow-up survey after the meeting.

Accessibility of Poll Results

Given that the poll results are displayed during the meeting, when a participant joins late or reconnects, then they must be able to view the updated poll results immediately upon entering the meeting interface.

Poll Follow-up Notifications

"As a participant, I want to receive follow-up notifications about poll outcomes so that I feel my input is recognized and valued in the decision-making process."

Description

This requirement entails the implementation of follow-up notifications to inform participants of the outcomes of polls after meetings conclude. This feature includes a summary of poll results and any subsequent actions that will be taken based on the feedback gathered. By ensuring that participants are kept in the loop regarding the application of their contributions, TeamSync can significantly enhance user engagement and encourage future interactions. This functionality underscores the platform's commitment to fostering an engaged community and ensuring that contributions are valued and acted upon.

Acceptance Criteria

Follow-up Notifications After Poll in Team Meetings

Given that a poll has been conducted during a meeting, when the meeting concludes, then all participants should receive a follow-up notification summarizing the poll results and any actions to be taken based on the feedback.

Participants Engagement with Poll Results

Given that follow-up notifications are sent, when a participant receives the notification, then they should have the option to provide additional feedback on the results within 48 hours of the notification being sent.

Clarity of Poll Results

Given that the follow-up notification is sent, when participants view the notification, then it must clearly display the poll results and the actions in a format that is easy to read and understand, including visual aids such as charts or graphs.

Integration with Meeting Tools

Given that TeamSync is integrated with other tools, when a poll is conducted in a meeting through TeamSync, then the poll results and follow-up notifications should be automatically synced with integrated tools like Google Calendar or Slack.

Notification Customization Settings

Given that users have preferences for notifications, when they receive follow-up notifications about polls, then they should be able to customize their notification settings to receive alerts via email, in-app notifications, or both.

Timeliness of Follow-up Notifications

Given that a meeting has concluded, when the follow-up notifications are prepared, then they should be sent out within 1 hour of meeting adjournment to ensure timely engagement with the poll results.

Tracking Engagement Metrics

Given that notifications are sent and feedback options are available, when a participant engages with the follow-up notification, then that engagement should be tracked and reported for analytics purposes to evaluate user interaction with polls.

Integration with Calendar App

"As a user, I want polling reminders integrated with my calendar app so that I receive timely notifications without having to check multiple platforms."

Description

This requirement focuses on integrating polling reminders with popular calendar applications (such as Google Calendar and Outlook). This integration will automatically sync polling notifications with user calendars, allowing participants to receive reminders directly from their preferred calendar application. This feature enhances usability by streamlining how users interact with their schedules and participation prompts, thereby increasing the likelihood of their engagement in polls and discussions during meetings. It supports TeamSync's holistic approach to integrating workflows and enhancing productivity for remote teams.

Acceptance Criteria

Integration with Google Calendar for Polling Reminders

Given a user has linked their Google Calendar to TeamSync, when a new poll is created in a meeting, then a polling reminder should automatically be added to the user's Google Calendar with the correct date and time of the poll.

Integration with Outlook Calendar for Polling Reminders

Given a user has linked their Outlook Calendar to TeamSync, when a new poll is created in a meeting, then a polling reminder should automatically be added to the user's Outlook Calendar with the correct date and time of the poll.

Notification of Polling Reminders via Calendar Apps

Given that a user has a calendar reminder set for a polling event, when the reminder is triggered, then the user should receive a notification on their respective calendar application, ensuring they are aware of the upcoming poll.

Syncing Polling Details with Calendar Entries

Given a polling reminder is created in a user’s calendar, when the user views their calendar, then the polling entry should display relevant details such as the poll question and time, ensuring users have all the necessary information prior to participation.

Automatic Updates for Changed Poll Times

Given a user has a polling reminder set in their calendar, when the poll time is changed in TeamSync, then the user's calendar entry should automatically update to reflect the new poll time.

User Feedback on Polling Reminder Integration

Given a user has utilized the polling reminder feature, when they submit feedback through TeamSync's feedback mechanism, then the feedback should successfully capture their experience with the integration and suggestions for improvement.

Feedback Mechanism for Poll Improvement

"As a participant, I want to provide feedback on the polling process so that I can help improve my experience and that of my teammates in future meetings."

Description

This requirement highlights the establishment of a feedback mechanism that allows participants to provide input on the polling process itself. Participants can offer suggestions for question phrasing, poll formats, or additional features they would find beneficial. By implementing this feature, TeamSync can continuously refine and improve the polling experiences based on user feedback, thereby increasing engagement and satisfaction with the tool. This aligns with TeamSync's commitment to user-centered design and ongoing enhancement of its collaboration features.

Acceptance Criteria

Participants can provide feedback on polling suggestions after a meeting ends.

Given a user is logged in to TeamSync, when the meeting concludes, then they should receive a prompt to provide feedback on the poll questions and formats used during the meeting.

Users see a feedback option presented after they participate in polls during a meeting.

Given a participant has completed a poll during a meeting, when they finish answering, then they should be directed to a feedback form regarding the polling experience.

The feedback system enables users to suggest specific changes to polling questions or formats.

Given users have access to the feedback form, when they submit their suggestions, then these should be stored and organized for future review by the TeamSync development team.

Participants receive acknowledgment after submitting their feedback on polling.

Given a user has provided feedback on a poll, when they submit the feedback form, then they should receive a confirmation message indicating their feedback has been successfully recorded.

TeamSync offers different formats for polls based on participant feedback.

Given the collected feedback on polling formats, when the TeamSync team reviews the suggestions, then they should be able to implement changes to allow different formats for future polls based on user preferences.

The feedback collected over time is analyzed to improve polling effectiveness.

Given a set of feedback data is collected over a defined period, when the TeamSync analytics tool is run, then it should generate insights regarding common suggestions and trends in user feedback for polling improvements.

Users can edit their feedback on the polling process before final submission.

Given the user is filling out the feedback form, when they draft their feedback, then they should have the option to edit their input before they click 'Submit.'

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Creative Collaborator

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Data-Driven Analyst

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Remote Onboarding Specialist

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Strategic Sales Executive

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Innovative Project Coordinator

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

Role-Based Guide

Requirements

Role-Based Content Delivery

Description

Acceptance Criteria

Interactive Progress Tracking

Description

Acceptance Criteria

Feedback Mechanism for Onboarding

Description

Acceptance Criteria

Role-Specific Resource Library

Description

Acceptance Criteria

Integration with Communication Tools

Description

Acceptance Criteria

FAQ Chat Interactions

Requirements

Interactive FAQ Chatbot

Description

Acceptance Criteria

AI-Driven Query Suggestions

Description

Acceptance Criteria

Feedback Collection Mechanism

Description

Acceptance Criteria

Multilingual Support

Description

Acceptance Criteria

Training Module Recommendations

Requirements

Personalized Training Suggestions

Description

Acceptance Criteria

Skill Gap Analysis Tool

Description