MeetSync

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Product Details

Name

MeetSync

Tagline

Meeting Mastery, Maximized Impact

Insightful Integrator

Name: Insightful Integrator
Description: Insightful Integrators are professionals adept at synthesizing complex information and facilitating collaborative discussions. They approach meetings with a focus on uncovering insights and ensuring that every participant contributes meaningfully. With their analytical mindset, they leverage MeetSync to enhance communication and drive action from meetings while promoting inclusivity and diverse perspectives.
Demographics: Ages 30-45, predominantly male, holds a Master's degree in Business or Communications, employed as department heads or middle management, with an income level between $70,000 to $110,000.
Background: Grew up in a suburban area with a strong emphasis on education, pursued a Bachelor's degree followed by a Master's in Organizational Leadership. In their professional life, they started as an analyst and worked their way up, valuing collaborative environments. Outside of work, they engage in community organizations, enjoy reading non-fiction, and practice mindfulness activities like yoga.
Psychographics: Believes strongly in the power of collaboration and the importance of diverse viewpoints. Motivated by the desire to create productive teams that function effectively. Values transparency and accountability in meetings and strives to foster a culture where all team members feel heard and valued.
Needs: Key needs include efficient meeting structure, clear agendas, and tools that facilitate participation from all team members. They require features that enhance note-taking and action item tracking to ensure accountability post-meeting.
Pain: Struggles with disengagement during meetings, overbearing personalities dominating discussions, and ineffective use of meeting time. They feel frustrated by lack of follow-through on action items and the absence of a unified platform for collaboration.
Channels: Primarily uses professional platforms like LinkedIn, participates in Zoom and Microsoft Teams meetings, and frequently consults blogs or podcasts focused on leadership and organizational development.
Usage: Engages with MeetSync for every project-related meeting, utilizing the platform primarily for agenda setting, note-taking, and following up on action items. Frequency of use aligns with the rhythm of project timelines and team dynamics, typically several times a week.
Decision: Decision-making is heavily influenced by data and team feedback. They value insights from past meetings, peer recommendations, and the overall productivity outcomes of using MeetSync in meetings.

Time-Stream Scheduler

Name: Time-Stream Scheduler
Description: Time-Stream Schedulers are detail-oriented professionals who value precise planning and efficient meeting timelines. They prioritize punctuality and organization, often managing communications across multiple teams and projects. Using MeetSync, they schedule meetings intelligently and ensure that every session starts and ends on time, maximizing productivity for all attendees.
Demographics: Ages 28-40, evenly distributed between males and females, holds a Bachelor's degree or higher, working as executive assistants, project managers, or operations coordinators, with an income range of $50,000 to $80,000.
Background: Raised in an urban environment, embraced organizational skills early on as a way to cope with a busy household. They pursued a degree in Business Administration and gained experience in various administrative roles. In their free time, they enjoy organizing community events and exploring productivity apps.
Psychographics: Values efficiency and order, believing that time is a precious commodity. Motivated by deadlines and the challenge of coordinating diverse schedules, they are passionate about optimizing workflows and minimizing conflict and confusion among team members.
Needs: Requires intuitive scheduling tools, options for recurring meetings, and features that simplify communication of changes. They need a seamless way to check availability among team members and to send reminders or follow-ups effectively.
Pain: Experiences frustration with double-booked schedules, last-minute meeting changes, and insufficient time for preparation. They are often overwhelmed by managing conflicting calendars and stressful last-minute requests for meetings.
Channels: Utilizes email, calendar apps, and tools like Slack for real-time communication, and prefers using collaborative platforms like MeetSync for managing meeting logistics.
Usage: Uses MeetSync daily to coordinate team schedules and manage multiple meetings, often setting up different agendas and templates tailored to specific teams. Engages with the platform several hours each week, especially leading up to significant project milestones.
Decision: Their choices are driven by the urgency of tasks, the importance of meeting objectives on time, and the effectiveness of past meeting outcomes. They rely on data from their calendars and team feedback to inform their scheduling decisions.

Innovative Influencer

Name: Innovative Influencer
Description: Innovative Influencers are creative thinkers and trendsetters who aim to promote new ideas and initiatives within their organizations. They encourage experimentation and welcome diverse perspectives in meetings to foster innovation. Using MeetSync, they effectively capture brainstorming sessions and transform discussions into actionable strategies.
Demographics: Ages 25-35, a mix of men and women, often with a background in creative industries or tech, holding a degree in Creative Arts or Marketing, earning between $60,000 and $90,000 annually.
Background: Raised in a dynamic, culturally rich community that emphasized the value of creativity and self-expression, they pursued a degree in Marketing. They frequent workshops on innovation and enjoy artistic pursuits like graphic design and writing.
Psychographics: Values creativity and the collaborative exchange of ideas. Motivated by seeing projects come to life and the ability to influence others positively. Holds a strong belief in the importance of diversity and open-mindedness in the creative process.
Needs: Needs collaborative tools that enable idea sharing, visual brainstorming features, and a way to keep track of creative action items emerging from meetings. They seek an engaging platform that allows for easy documentation of vibrant discussions.
Pain: Faces challenges with rigid meeting structures that stifle creativity, lack of engagement from less outspoken team members, and poor documentation of key ideas during brainstorming sessions. They often feel unfulfilled by the absence of innovative follow-through after meetings.
Channels: Active on social media platforms like Instagram and Twitter, frequently attends industry conferences, and utilizes platform-specific forums like Behance and LinkedIn to connect and share insights with peers.
Usage: Engages with MeetSync during all brainstorming sessions, using features designed for collaborative work. Interaction frequency varies, but they often initiate meetings at least once a week, especially during project kickoff phases.
Decision: Decision-making depends largely on collaborative feedback and insights from colleagues. They are drawn to innovative tools and resources that encourage experimentation and creative outcomes.

Data-Driven Analyst

Name: Data-Driven Analyst
Description: Data-Driven Analysts are methodical professionals who rely heavily on data and statistics to inform decisions and drive discussions in meetings. They appreciate structured environments where insights can lead to informed actions. MeetSync serves as their central hub for organizing data points, tracking outcomes, and translating information into strategic decisions.
Demographics: Ages 30-50, predominantly male, with a strong academic background, often having Master's degrees in Finance or Analytics, employed in finance, consulting, or analytics roles, earning between $80,000 and $120,000.
Background: This persona grew up in a family of educators, fostering a love for learning and analysis. They pursued a Bachelor's in Mathematics, followed by advanced studies in Data Analytics. They engage in hobbies related to numbers, such as puzzles and coding.
Psychographics: Believes in the power of data to guide decision-making and is motivated by achieving measurable outcomes. They value accuracy and are driven by the thrill of revealing insights that can lead to strategic improvements within their organizations.
Needs: Relies on precise, data-driven insights from meetings, requiring tools that allow for easy integration of data inputs into agendas and discussion points. They also need a platform to track historical data from previous meetings for better historical analysis.
Pain: Experiences frustration with vague discussions that lack quantitative backing, inefficient use of time that detracts from data-focused analysis, and poor follow-up on insights that don’t lead to actionable results.
Channels: Utilizes platforms like Excel, BI tools like Tableau, and prefers formal communication such as emails and business reports for clarity. They also engage with professional forums and academic journals relevant to their field.
Usage: Engages with MeetSync during every analytical meeting, utilizing its capabilities to connect data streams directly into discussion points. Their usage is frequent, aligned with project timelines for data reviews and performance assessments, often weekly.
Decision: Their decisions are influenced by quantitative analysis, historical data trends, and team consensus on data representation in meetings. They prioritize platforms that streamline data input and reporting.

Team Engagement Advocate

Name: Team Engagement Advocate
Description: Team Engagement Advocates are professionals focused on enhancing team dynamics and fostering a culture of collaboration. They're proactive in ensuring that team members are involved in discussions and feel valued in their contributions. They use MeetSync to create lively and engaging meetings that nurture team relationships and improve morale.
Demographics: Ages 30-50, a balanced gender representation, mainly working as HR managers, team leads, or organizational development specialists, with a background in psychology or social sciences, typically earning between $60,000 and $100,000.
Background: Grew up in a culturally rich environment that valued community involvement. They pursued a degree in Human Resources or Psychology and have experience in fostering team-building initiatives. Outside of work, they enjoy volunteering and participating in community activities.
Psychographics: Values inclusiveness and believes in the potential of every individual on a team. They are motivated by a desire to create positive work environments that bring out the best in people, fostering strong interpersonal relationships.
Needs: Requires tools that facilitate interaction, engagement, and collaboration during meetings. They need a platform to gather feedback effectively and ensure everyone’s voice is heard during discussions.
Pain: Frustrated by disengagement in meetings, and lack of participation from team members or conflicting interests. They also struggle to measure team morale and the effectiveness of team-building initiatives following meetings.
Channels: Active on professional development platforms, utilizes social media to engage with teams, attends workshops, and prefers face-to-face interactions when possible for deeper connections.
Usage: Uses MeetSync regularly to orchestrate all team meetings, ensuring agendas are designed to foster interaction and team spirit. They typically schedule bi-weekly meetings and use the platform for follow-up actions and gathering team feedback.
Decision: Their decision-making relies on team sentiment, interactions, and the collective feedback from team members. They value collaborative tools that promote teamwork and engagement.

Product Ideas

Smart Agenda Planner: A feature that utilizes AI to automatically generate meeting agendas based on calendar availability, recent communications, and user preferences. This ensures that each meeting has a relevant and focused agenda, improving overall meeting productivity.
Action Item Tracker: An integrated tool that allows users to create, assign, and track action items directly within the MeetSync platform. Users can easily monitor the progress of tasks assigned during meetings, ensuring accountability and follow-through.
Meeting Feedback Loop: A system that prompts attendees to provide feedback on meetings through quick surveys immediately after a session. This feedback can be analyzed to improve future meetings, making them more effective and engaging.
Virtual Collaboration Room: A dedicated virtual space within MeetSync that mimics in-person collaborations, complete with whiteboards, sticky notes, and brainstorming tools, catering especially to Remote Workers and team creativity sessions.
Insights Dashboard: A comprehensive analytics dashboard that compiles key metrics from meetings, such as participation rates, agenda adherence, and outcome tracking. This feature will enable Decision Makers and Strategic Planners to assess meeting effectiveness and outcomes.
Customizable Templates Hub: A repository of customizable meeting templates tailored for various purposes such as brainstorming, project updates, and strategic planning, allowing users to quickly set up structured meetings.
Meeting Language Translator: An integrated tool that provides real-time translation services for international teams, ensuring that language barriers do not hinder participation and understanding during meetings.

Product Features

Dynamic Agenda Generator

This feature leverages AI algorithms to intelligently create meeting agendas in real-time. By analyzing past meeting notes, participant preferences, and calendar schedules, it curates an agenda that is not only relevant but also prioritizes the most pressing discussion points. This ensures that meetings start with clarity and purpose, thus increasing overall productivity and satisfaction for all attendees.

Requirements

AI-Powered Agenda Customization

User Story: As a meeting organizer, I want the AI to create a customized agenda for my meetings so that I can ensure all important topics are covered and my team can stay focused during discussions.
Description: The AI-Powered Agenda Customization requirement involves implementing intelligent algorithms that analyze historical meeting data, participant preferences, and relevant calendar events to dynamically generate and customize meeting agendas. This functionality ensures each agenda is tailored to the specific needs of the meeting, significantly improving efficiency and focus. Benefits include increased relevance of discussion points, enhanced participant satisfaction, and reduced time spent organizing meetings. The integration of this requirement into MeetSync's ecosystem will streamline the scheduling process and provide users with confidence that their meetings will be productive and purposeful.
Acceptance Criteria: User initiates a meeting creation process in MeetSync and selects the AI-Powered Agenda Customization option to generate an agenda for their upcoming project meeting.

Given the user has historical data of past meetings related to the project, when they select the AI-Powered Agenda Customization, then the agenda must include at least three relevant discussion points prioritized by urgency based on past notes and participant input.

Participants have different calendar availability, and the user wants to generate an agenda that accommodates everyone's schedule using the AI-Powered Agenda Customization feature.

Given the user's calendar and participant calendars are integrated, when the user requests an agenda, then the system must generate an agenda that includes topics suitable for all available participants based on their preferences and past meeting contributions.

The user modifies the meeting details after the initial agenda has been generated, and they need the agenda to adapt automatically to these changes.

Given the user changes the time or participants for a scheduled meeting, when the user saves these changes, then the system must automatically re-evaluate and update the agenda to reflect the new context and participants' preferences.

A user wants to review the generated agenda before the meeting to ensure its relevance and accuracy.

Given the user accesses the generated agenda 24 hours before the meeting, when they view the agenda, then they must be able to see all autogenerated discussion points along with their source data from previous meetings for reference.

The user requires the agenda to be shared with meeting participants immediately after generation.

Given an agenda has been successfully generated, when the user selects the option to share the agenda, then all participants must receive an email notification containing the complete agenda and any relevant attachments within five minutes.

The AI must learn from user feedback on the generated agendas to improve future agenda customization.

Given the user provides feedback (positive or negative) about the relevance of the generated agenda, when they submit this feedback post-meeting, then the AI system should log the feedback for analysis and apply any necessary adjustments to future agenda configurations for similar meeting types.

Real-Time Agenda Modification

User Story: As a participant in a meeting, I want to modify the agenda in real-time so that I can address emerging topics of interest without losing track of our objectives.
Description: The Real-Time Agenda Modification requirement enables users to adjust the meeting agenda on-the-fly during the meeting. This functionality allows participants to propose changes based on the flow of the discussion, ensuring that the agenda remains relevant and flexible. The benefits include greater adaptability to dynamic conversation topics and enhanced participant engagement. Implementation will include UI features for adding, removing, or reordering agenda items, which will be synced immediately for all attendees. This integration will support the collaborative nature of MeetSync, reinforcing the value of adaptive meeting management.
Acceptance Criteria: Participants are actively engaged in a meeting where the agenda needs to be adjusted based on ongoing discussions. An attendee suggests adding a topic to address a newly raised issue.

Given that I am in an active meeting with other participants, when I propose adding a new agenda item, then the proposed item should be visible to all attendees and allow for real-time updates.

During a meeting, a discussion leads to the decision that a specific agenda item should be removed as it is no longer relevant.

Given that the agenda has multiple items listed, when I select an agenda item for removal, then that item should be removed from the agenda for all participants immediately without refreshing the page.

In a meeting where the agenda is set, the discussion requires a shift in focus to a high-priority topic that was not planned.

Given that I am in a meeting with a predefined agenda, when I reorder the agenda to prioritize a new topic, then the updated agenda should reflect the new order for all attendees in real-time.

A participant wants to suggest changes to the agenda during a meeting, and needs to see the current agenda for reference.

Given that I am participating in a meeting, when I view the agenda, then I should see the current agenda with all items listed in real-time, enabling me to propose any necessary changes.

After making changes to the agenda, participants need to confirm that everyone is aware of the updated agenda before proceeding further.

Given that changes were made to the agenda, when the updated agenda is confirmed, then a notification should be sent to all participants confirming the new agenda items and order.

A participant accidentally removes an important agenda item and needs to restore it quickly during the meeting.

Given that an agenda item has been removed, when I choose to restore that item from a revision history, then the item should reappear in the current agenda immediately for all participants.

Toward the end of a meeting, participants want to review the agenda changes that occurred during the session.

Given that I am in a meeting, when I request to view the historical changes made to the agenda, then I should see a log of all additions, removals, and reordering with timestamps and participant names.

Pre-Meeting Agenda Preview

User Story: As a participant, I want to see the meeting agenda before it starts so that I can prepare accordingly and contribute effectively during the discussions.
Description: The Pre-Meeting Agenda Preview requirement involves creating a feature that allows users to review the generated meeting agenda prior to the meeting. This preview will provide an opportunity for participants to offer feedback and suggest edits, ensuring that all attendees are aligned on the meeting's focus before it starts. The benefits of this feature include improved clarity, increased preparedness, and higher overall engagement during meetings. This functionality will integrate with notifications and calendar invites to enhance user experience and align with the overall goals of MeetSync.
Acceptance Criteria: Pre-Meeting Agenda Preview functionality for meeting participants.

Given a scheduled meeting, when the meeting organizer generates a dynamic agenda, then all participants should receive a notification with a link to preview the agenda 48 hours prior to the meeting.

Feedback submission on Pre-Meeting Agenda Preview.

Given the Pre-Meeting Agenda Preview, when a participant views the agenda, then they should have the ability to submit feedback or suggest edits directly within the preview interface.

Integration of Pre-Meeting Agenda Preview with calendar invites.

Given a meeting with a generated agenda, when the invitation is sent to participants, then the agenda should be included as a downloadable attachment or link in the calendar invite.

Tracking feedback from Pre-Meeting Agenda Preview for future reference.

Given the feedback submitted on the Pre-Meeting Agenda Preview, when the meeting organizer reviews the feedback, then they should be able to view a complete history of suggestions and edits made by participants.

Overall participant engagement through Pre-Meeting Agenda Preview.

Given the Pre-Meeting Agenda Preview, when the meeting starts, then at least 80% of participants should report feeling clear and prepared regarding the agenda items, based on a post-meeting survey.

Revising the agenda based on participant feedback from the preview.

Given feedback on the Pre-Meeting Agenda Preview, when the meeting organizer modifies the agenda, then a revised agenda should be sent to all participants at least 24 hours before the meeting.

Integrated Feedback Mechanism

User Story: As a user, I want to give feedback on the meeting agenda after it concludes so that I can contribute to improving future meetings and the agenda generation process.
Description: The Integrated Feedback Mechanism requirement entails the development of a system where participants can provide feedback on the meeting agenda and overall meeting effectiveness after each session. This feature will allow users to rate the relevance of agenda items and suggest improvements for future meetings. By collecting this feedback, MeetSync can enhance its AI algorithms and improve the agenda generation process over time. The benefits include continuous improvement of meeting quality and user satisfaction.
Acceptance Criteria: Participants rate the relevance of agenda items after a meeting ends.

Given a completed meeting, when participants are prompted to provide feedback, then they must be able to rate each agenda item on a scale from 1 to 5.

Users suggest improvements for future meetings based on their feedback.

Given a feedback form displayed post-meeting, when users submit their suggestions, then those suggestions must be recorded in the system for review.

Regular analysis of feedback is conducted to improve agenda generation.

Given collected feedback from at least 10 meetings, when analyzed, then the system must demonstrate at least a 10% improvement in agenda relevance ratings over subsequent meetings.

Users receive a summary of feedback submitted for improvement.

Given that feedback is submitted, when a user requests a report, then the system must provide a summary of feedback and suggested improvements within 24 hours.

Feedback mechanism is accessible to all meeting participants.

Given a meeting with at least 5 participants, when the feedback mechanism is deployed, then all participants must receive a prompt for feedback within 5 minutes after the meeting ends.

Meeting effectiveness can be tracked over time through feedback collection.

Given that feedback is collected for multiple meetings, when a user views the effectiveness report, then it must display trends and averages of relevance ratings visually over time.

System alerts users to incomplete feedback after meetings.

Given a meeting that has concluded, when participants have not provided feedback within a specified time, then the system must send a reminder notification within 1 hour post-meeting.

Historical Data Analysis Tool

User Story: As a meeting organizer, I want to analyze historical meeting data so that I can create more effective agendas that lead to better outcomes.
Description: The Historical Data Analysis Tool requirement focuses on implementing analytics capabilities that allow users to review past meeting agendas and their outcomes. By providing insights into which agenda items led to productive discussions and outcomes, users can better inform future agenda settings. This feature enhances strategic decision-making and promotes data-driven adjustments to meeting practices. The integration of this tool within MeetSync supports the platform's goal of optimizing meeting productivity through insightful analysis.
Acceptance Criteria: User reviews historical meeting data to analyze the effectiveness of past agenda items during a strategic planning meeting.

Given a user accesses the Historical Data Analysis Tool, when they select a past meeting date, then they must see a summary of agenda items, their discussion outcomes, and associated productivity metrics for that meeting.

Team leads aggregate meeting agenda effectiveness over multiple meetings to identify top-performing agenda items for future usage.

Given a user has a set of historical meetings selected, when they initiate the analysis, then the tool should provide a ranked list of agenda items based on productivity outcomes across those meetings.

A project manager wants to generate a report summarizing how historical agendas impacted decision-making in prior meetings.

Given a user requests a report on historical meeting agendas, when they specify the date range and desired metrics, then the system should generate a comprehensive report detailing the impact of specific agenda items on meeting outcomes and decisions made.

A user is preparing for an upcoming meeting and wants to exclude agenda items that previously led to inconclusive discussions.

Given the user is creating a new meeting agenda, when they access the recommendations based on historical data, then the tool should suggest potential agenda items while highlighting those previously flagged as unproductive.

Users consistently review past meeting effectiveness to inform adjustments in their weekly team meetings.

Given users regularly access the Historical Data Analysis Tool, when they log in, then they must receive an automated prompt displaying insights and suggestions for improving current meeting practices based on historical data.

An executive wishes to evaluate the overall trends in meeting productivity by analyzing several historical meetings across different teams.

Given an executive selects the 'trend analysis' function, when they input the desired team or time frame, then the system should display visual trends on meeting outcomes over the specified period, enabling strategic oversight.

Integration Sync

The Integration Sync feature enables seamless connectivity with users’ calendars and communication tools (like email and chat apps). By pulling relevant topics and updates from these platforms, it enriches the agenda with contextually appropriate items, ensuring that discussions are grounded in the most recent developments. This functionality minimizes the time spent in preliminary discussions, allowing teams to dive straight into critical topics.

Requirements

Real-time Calendar Integration

User Story: As a busy professional, I want MeetSync to sync with my calendar in real-time so that I can ensure my meetings are scheduled efficiently without conflicts, enabling me to manage my time better and focus on critical discussions without distractions.
Description: The Real-time Calendar Integration requirement ensures that MeetSync can automatically sync with users' calendar applications, pulling in upcoming meetings, appointments, and relevant contextual information. This functionality will provide users with an up-to-date view of their schedules, allowing them to prioritize and plan for meetings more effectively. The integration should support multiple calendar platforms (such as Google Calendar, Microsoft Outlook, etc.) and update dynamically to reflect any changes made in those external systems. This integration is crucial for maintaining the relevance and efficiency of the meeting agendas curated within the MeetSync platform, enabling users to identify overlapping commitments and adjust their focus accordingly.
Acceptance Criteria: User schedules a meeting in Google Calendar and expects MeetSync to reflect this update in real-time.

Given a user has a meeting scheduled in Google Calendar, when the meeting is created or updated, then MeetSync should sync this change and display the meeting details in the user's agenda immediately.

A user modifies an existing appointment in Microsoft Outlook and wants to see this alteration in MeetSync without delay.

Given a user modifies an appointment in Microsoft Outlook, when the appointment change is saved, then MeetSync should automatically update the agenda to reflect this change within five minutes.

A user checks their meeting agenda in MeetSync and expects to see all relevant meetings and appointments consolidated from multiple calendar platforms.

Given a user integrates both Google Calendar and Microsoft Outlook with MeetSync, when the user views their agenda in MeetSync, then all upcoming meetings and appointments from both calendars should be visible in a single unified view.

User has a recurring meeting set in their calendar and expects MeetSync to recognize and display all occurrences correctly.

Given a user has a recurring meeting scheduled in their calendar, when the user views their agenda in MeetSync, then all occurrences of the recurring meeting should be displayed with the correct timings and details as per the calendar settings.

A user adds a new calendar event via MeetSync and expects it to sync with their connected calendars automatically.

Given a user creates a new calendar event in MeetSync, when the event is saved, then it should be reflected in the user's Google Calendar and Microsoft Outlook in real-time.

A user receives a calendar invitation and wants to accept or decline it through MeetSync.

Given a user receives a calendar invitation in their connected calendar, when the invitation is viewed in MeetSync, then the user should be able to accept or decline the invitation, and this response should sync back to the original calendar immediately.

User wants to see notifications for upcoming meetings fetched from their calendar in MeetSync.

Given a user has enabled notifications for upcoming meetings in MeetSync, when a meeting is scheduled within the next 15 minutes, then an alert should be displayed in the MeetSync interface.

Contextual Topic Extraction

User Story: As a team leader, I want to automatically extract relevant topics from my conversations and emails into the meeting agenda, so that we can focus on what truly matters during our meetings, saving time and increasing productivity.
Description: The Contextual Topic Extraction requirement involves developing an intelligent algorithm that analyzes emails, chat conversations, and other communications to extract relevant discussion topics and updates. This capability will enrich the meeting agenda with pertinent points ensuring that users have all necessary context at their fingertips when discussions begin. The proposed system should leverage natural language processing to identify key themes, follow-up actions, and insights from past communications, helping to minimize repetitive discussions and enhance productivity during meetings.
Acceptance Criteria: User receives a meeting invite with an integrated Sync feature enabled, highlighting relevant topics extracted from their recent email conversations and chat discussions related to the meeting.

Given that the user has received a meeting invite, when the Invite is opened, then the agenda should display relevant topics extracted from the user's emails and chat conversations within the last week.

During a scheduled meeting, contextually appropriate topics are presented at the start based on extracted data from previous conversations and emails, allowing the team to jump directly into crucial discussions.

Given that a meeting is about to start, when the meeting begins, then the synced agenda should automatically include topics extracted from emails and chat discussions prior to the meeting.

The user configures the meeting agenda to include specific topics, and the Contextual Topic Extraction feature continuously updates those topics as new relevant emails and chat messages arrive.

Given that the user has added specific topics to the agenda settings, when new relevant communications are received, then the agenda should reflect the most current topics without manual updates from the user.

After a meeting concludes, the system sends out a summary email that includes action items and follow-up discussions automatically extracted from the meeting dialogue and prior communications.

Given that a meeting has taken place, when the meeting is concluded, then an email summary should be sent to all participants containing extracted action items and follow-up points based on discussions and prior emails.

A team member accesses the meeting agenda before the meeting, allowing them to review the contextually extracted topics and prepare for discussions effectively.

Given that the meeting is upcoming, when the team member accesses the meeting agenda, then they should see a list of all topics extracted from relevant communications with context provided for each item.

The Contextual Topic Extraction algorithm updates in real-time, reflecting the latest communication data as it is ingested by the system.

Given that ongoing communication is happening, when new emails or chat messages are sent or received, then the system must reflect these updates in the agenda instantaneously without delays.

An administrator reviews the implementation of Contextual Topic Extraction for accuracy and relevance in various meeting scenarios throughout the organization.

Given that the organization has been using the Contextual Topic Extraction feature, when the administrator reviews the output, then it must consistently reflect relevant, timely, and accurate topics for at least 90% of meetings assessed.

Collaborative Agenda Editing

User Story: As a team member, I want to collaboratively edit the meeting agenda with my colleagues before the meeting, so that all relevant topics are covered and everyone feels included in the discussions.
Description: The Collaborative Agenda Editing requirement allows multiple users to contribute to meeting agendas in real-time. This feature should support comments, suggestions, and the ability to add or remove agenda items, fostering collaboration among team members before meetings. The collaboration mechanism should ensure that changes are tracked and visible to all participants, promoting transparency and accountability. This functionality will help in creating focused agendas that cater to the collective needs of the team, ultimately leading to more productive meetings.
Acceptance Criteria: Multiple team members collaboratively edit the agenda for an upcoming project meeting, adding relevant items and comments while they discuss it over a team chat app.

Given that multiple users have access to the meeting agenda, when one user adds an item or comment, then all other users should see the change reflect in real-time without needing to refresh.

A user removes an agenda item during the collaborative session, and that change needs to be tracked for accountability and transparency.

Given that an agenda item is removed by a user, when the item is deleted, then the action should be logged with the user’s details and timestamp visible to all participants in the change history.

During a meeting preparation, a participant leaves a suggestion for an agenda item that requires input from management before it can be finalized.

Given that a suggestion is made in the collaborative agenda, when the management team reviews the suggestion, then they should be able to approve or reject it, and the agenda should update to reflect this outcome.

A user needs to review past changes made to the agenda to prepare for the meeting discussion.

Given that changes were made to the agenda, when the user views the agenda history, then they should have access to a clear timeline of all modifications, including who made them and when.

A user wants to finalize the collaborative agenda before the meeting starts and ensure that all contributions are accounted for.

Given that the meeting is approaching, when the user selects the 'Finalize' option on the agenda, then no further edits should be allowed, and all participants should receive a notification that the agenda is locked in.

During the collaborative editing phase, a user wants to comment on a specific agenda item to suggest changes without altering the item directly.

Given an existing agenda item, when a user adds a comment to that item, then the comment should be visibly associated with the item for others to see and respond to without changing the original text.

A team leader is facilitating a discussion about the agenda items and needs to ensure everyone is aware of any new additions or removals during the meeting.

Given that changes were made during the meeting, when an item is added or removed, then all participants should receive a notification detailing the change immediately after it occurs, ensuring everyone is on the same page.

Intelligent Action Item Tracking

User Story: As a project manager, I want to have a system that automatically tracks action items generated from meetings, so that I can ensure all tasks are completed on time and improve overall team accountability.
Description: The Intelligent Action Item Tracking feature will act as a follow-up mechanism after meetings, capturing actionable insights and tasks during discussions and providing reminders and updates to assigned team members. This capability will automate the creation of action items based on discussions held in meetings, linked with deadlines and responsible parties. By providing a visual dashboard of active and pending tasks, this function will improve accountability and ensure that follow-up actions are effectively managed and executed within teams.
Acceptance Criteria: A project manager conducts a weekly sync meeting and wants to ensure all action items discussed during the meeting are captured and tracked effectively to enhance team accountability.

Given the project manager has indicated action items during the meeting, when the list of action items is generated, then each item should include a summary of the task, the responsible team member, and a deadline for completion.

During a meeting, a team member suggests an action item regarding a product launch, and the system captures this task automatically based on meeting discussions.

Given a team member suggests an action item verbally during the meeting, when the meeting notes are processed, then the system should automatically create an action item linked to the team member with the correct context from the discussion.

After a meeting concludes, team members need to receive timely reminders about their assigned action items to ensure follow-up.

Given an action item is assigned to a team member, when the specified due date is approaching, then an automated reminder should be sent via email and within the MeetSync platform notifications 24 hours before the due date.

A team leader wants to view all active and pending action items in a dashboard to monitor team progress during project updates.

Given the team leader accesses the dashboard, when the dashboard is displayed, then it should show all active and pending action items, including the status of each item (e.g., due, overdue, completed), the assigned team members, and respective deadlines.

An employee is assigned multiple action items from various meetings and wishes to see a consolidated view of all their tasks to prioritize effectively.

Given the employee logs into the platform, when they view their task list, then it should consolidate all action items assigned to them from past and current meetings, sorted by due date.

Customizable Meeting Templates

User Story: As a user, I want to be able to create and use templates for different meeting types, so that I can save time when preparing agendas and maintain consistency across similar meetings.
Description: The Customizable Meeting Templates requirement enables users to create and save different agenda formats for various types of meetings. This feature allows users to define specific fields, sections, and formats that suit the needs of their recurring meetings, streamlining the preparation process. Users should be able to select a template when scheduling a meeting, ensuring that relevant topics are always covered and saving time in the meeting planning phase. This capability will enhance consistency and provide a structured approach to meeting management, ultimately leading to better prepared and more productive sessions.
Acceptance Criteria: Creating and Saving a Custom Meeting Template

Given a user is logged in, When the user navigates to the meeting templates section and specifies the format, Then the user should be able to successfully create and save a custom meeting template without errors.

Selecting a Custom Meeting Template During Meeting Scheduling

Given a user has created a custom meeting template, When the user schedules a new meeting, Then the user should be able to select the custom template from a dropdown list and have it pre-fill the agenda with all defined sections and fields.

Editing an Existing Custom Meeting Template

Given a user has an existing custom meeting template, When the user edits the template and saves the changes, Then the updated template should reflect the new changes without affecting other templates.

Deleting a Custom Meeting Template

Given a user has saved multiple custom meeting templates, When the user chooses to delete a specific template, Then the template should be removed from the list of available templates without generating any errors.

Viewing Available Custom Meeting Templates

Given a user is in the meeting templates section, When the user views the list of available templates, Then the user should see all created templates along with a brief description of their contents.

Using a Custom Meeting Template in a Meeting

Given a user has scheduled a meeting using a selected custom template, When the meeting starts, Then the meeting agenda should reflect the predefined sections and fields from the template, ready for discussion.

Post-Meeting Analytics Dashboard

User Story: As a team lead, I want to see analytics on meeting performance and outcomes, so that I can understand how effective our meetings are and identify areas for improvement.
Description: The Post-Meeting Analytics Dashboard requirement entails developing an analytical tool that provides insights into meeting effectiveness based on various metrics such as participation rate, action item completion rates, and user satisfaction surveys. This dashboard will enable users to evaluate how meetings are performing in relation to their goals, helping them to refine future meeting strategies. The insights generated will be based on data collected during meetings and help in making informed decisions about meeting frequency and structure, leading to an overall improvement in collaboration efforts.
Acceptance Criteria: User reviews the Post-Meeting Analytics Dashboard to assess the participation rate of attendees after a weekly team meeting.

Given that the user has completed a meeting, when they access the Post-Meeting Analytics Dashboard, then the dashboard displays the participation rate as a percentage of invited attendees.

The user wants to evaluate the completion status of action items listed during a meeting using the Post-Meeting Analytics Dashboard.

Given that action items were assigned during the meeting, when the user accesses the dashboard, then they can view the percentage of completed action items against the total assigned.

A user accesses the Post-Meeting Analytics Dashboard after filling out a user satisfaction survey for a recent meeting.

Given that the user has submitted a satisfaction survey, when they view the analytics dashboard, then the average satisfaction score is displayed along with comments from participants.

A team lead uses the Post-Meeting Analytics Dashboard to decide on the frequency of future meetings based on analysis of past meeting effectiveness.

Given that multiple meetings have been held, when the team lead analyzes trends in participation rates and action item completions, then they receive recommendations for adjusting meeting frequency based on overall performance.

A user accesses the Post-Meeting Analytics Dashboard after a string of meetings, aiming to identify areas for improvement in the meeting structure.

Given that the user reviews the historical data on meeting effectiveness, when they access the dashboard, then the tool provides insights into meeting structure adjustments based on user satisfaction and participation metrics.

Collaborative Agenda Input

This functionality allows all meeting participants to contribute to the agenda ahead of time. Users can suggest topics, questions, or issues they wish to address, facilitated by an intuitive interface. This democratic approach not only empowers participants but ensures that the agenda reflects everyone’s priorities, leading to more inclusive and engaged discussions.

Requirements

Real-time Agenda Collaboration

User Story: As a meeting participant, I want to update the agenda collaboratively so that I can ensure all relevant topics are covered and everyone is prepared for the discussion.
Description: This requirement allows meeting participants to collaboratively edit the agenda in real-time during the lead-up to the meeting. It enhances the user experience by enabling adjustments based on participant input and ensures the agenda is always up-to-date. The feature promotes proactive engagement and maximizes meeting productivity. Integrating seamlessly with the calendar and notifications functionality keeps all participants informed of changes, facilitating better preparation and alignment before meetings start.
Acceptance Criteria: Real-time Collaboration on Meeting Agendas

Given multiple participants are logged into MeetSync, when a participant suggests a new agenda item or edits an existing item, then all participants should see the changes reflected in real-time without needing to refresh the page.

Notify Participants of Agenda Changes

Given that an agenda has been collaboratively edited, when any changes are made, then all participants should receive a notification via email and in-app alert within two minutes of the change.

Ensure Accessibility of the Collaboration Feature

Given that users have varying levels of technical expertise, when users access the collaborative agenda input feature, then they should be provided with tooltips and help resources that guide them through suggesting or editing agenda items effectively.

Track Changes in Agenda Collaboration

Given that the agenda is being collaboratively edited, when a participant makes an edit, then a version history should be available showing who made what changes and when, accessible to all participants.

Validate Agenda Completeness Before Meeting

Given that the meeting is scheduled at a specific time, when the meeting time approaches, then the system should alert the organizer if there are fewer than three confirmed agenda items submitted by participants in the collaborative agenda.

Integrate Calendar Reminders with Agenda Changes

Given an agenda is updated within 24 hours of the meeting, when the agenda changes, then calendar events for all participants should automatically update to reflect the latest agenda items to ensure proper preparation.

Customizable Agenda Templates

User Story: As a user, I want to create customizable agenda templates so that I can save time and ensure consistency in my recurring meetings.
Description: This requirement enables users to create and save customizable agenda templates for recurring meetings. Users can define sections, standard topics, and specific priorities that can be reused, significantly reducing preparation time for future meetings. This feature aligns with the need for efficiency and standardization across similar meetings, making it easier for teams to maintain focus on key issues. Integration with the meeting scheduling feature allows automatic application of templates to scheduled sessions.
Acceptance Criteria: User successfully creates and saves a customizable agenda template for a recurring meeting.

Given a user is logged into MeetSync, when they navigate to the templates section and define sections, standard topics, and priorities, then the template is saved and is retrievable for future meetings.

User applies a saved agenda template to a newly scheduled meeting.

Given a user has a saved agenda template, when they schedule a new meeting, then the template can be selected and applied automatically during the scheduling process.

Multiple users contribute to an agenda based on a customizable template.

Given a scheduled meeting with a customizable agenda, when participants access the agenda, then they can add their topics and desired discussion points before the meeting.

User edits an existing customizable agenda template.

Given a user has previously created a template, when they access the template for editing, then they can modify sections and topics and save the updated template.

User shares a customizable agenda template with team members.

Given a user has created a customizable agenda template, when they select the share option, then the template is sent to specified team members via the platform's interface.

User receives notifications for updates made to a shared agenda template.

Given a user is part of a shared agenda template, when any modifications are made, then they receive notifications about the changes via the platform's notification system.

User deletes a customizable agenda template.

Given a user has access to their templates, when they choose to delete a template, then the template is removed from their list and is no longer retrievable.

Participant Feedback Mechanism

User Story: As a meeting organizer, I want to gather feedback on agenda items from participants so that I can improve future meetings and address participant concerns more effectively.
Description: This requirement introduces a feedback mechanism where participants can provide input on each agenda item before and after the meetings. This feedback will help gauge participant priorities and concerns, enhancing the agenda creation process for future meetings. Capturing feedback allows the AI-driven assistant to refine follow-up actions and insights, promoting continual improvement in discussion effectiveness. The integration with analytics can provide insights into common topics or concerns raised by participants over time.
Acceptance Criteria: Feedback Submission Process Before Meetings

Given a scheduled meeting with a collaborative agenda, when a participant accesses the agenda, then they should be able to submit feedback on each agenda item regarding their priorities and concerns.

Feedback Submission Process After Meetings

Given a completed meeting, when a participant views the meeting summary, then they should be able to provide feedback on the effectiveness of each agenda item discussed.

Analytics Dashboard for Common Concerns

Given a set of feedback submissions over multiple meetings, when the analytics dashboard is accessed, then it must display aggregated insights into the most common topics and concerns raised by participants.

Notification for Feedback Requests

Given an upcoming meeting, when the agenda is shared, then all participants should receive a notification prompting them to provide feedback on agenda items before the meeting date.

Integration with AI-Driven Assistant

Given participant feedback, when the AI-driven assistant processes the feedback, then it should reflect actionable insights and suggested follow-up actions in the meeting summary.

Editable Feedback for Participants

Given submitted feedback, when a participant revisits their submitted feedback, then they must be able to edit or delete their feedback before the cut-off time prior to the meeting.

User-Friendly Interface for Feedback Input

Given the feedback submission process, when a participant accesses the feedback interface, then it should be intuitive and easy to navigate, ensuring all users can submit their feedback without assistance.

Real-time Notifications for Agenda Changes

User Story: As a participant, I want to receive instant notifications whenever the agenda changes so that I can stay informed and adjust my preparation accordingly.
Description: This requirement enables real-time notifications to be sent to all meeting participants whenever there are updates to the agenda in the lead-up to the meeting. Notifications keep all users informed about changes, which helps to ensure that everyone is aligned with the latest topics to be discussed. This feature improves communication and ensures no participant is left out of important updates. It integrates with the app’s notification system to deliver timely information.
Acceptance Criteria: Notification of agenda changes for participants

Given a meeting participant, when the agenda is updated, then the participant receives a real-time notification via the app and email.

Accessibility of agenda updates

Given a meeting participant, when they receive a notification, then they can click on the notification to view the updated agenda directly in the app.

Multiple notifications for simultaneous updates

Given multiple updates to the agenda occurring within a short timeframe, when an update is made, then a notification is sent for each update without duplication, ensuring all changes are communicated.

Notification settings preferences

Given a user in the settings menu, when they toggle notification preferences, then the system should respect these settings and only send notifications according to their chosen preferences (e.g., app only, email, both).

Confirmation of successful notification delivery

Given a meeting participant, when an agenda update notification is sent, then the system logs delivery status to confirm successful alerting of the participant within the notification system.

Timing of notifications before the meeting

Given the date and time of a meeting, when an agenda update occurs, then notifications should be sent within 5 minutes of the change, ensuring timely awareness for participants prior to the meeting.

Agenda Voting System

User Story: As a meeting participant, I want to vote on agenda items so that I can help prioritize topics for discussion and ensure that the most important issues are addressed.
Description: This requirement implements an agenda voting system that allows meeting participants to vote on the importance of agenda items prior to the meeting. Participants can prioritize topics based on their significance, ensuring that the most critical issues receive the attention they deserve. This functionality enhances engagement and empowers participants to have a say in the meeting's direction. The system should include analytics to review voting trends over time, contributing to better future agenda-setting.
Acceptance Criteria: Voting on Agenda Items Prior to Meetings

Given a meeting is scheduled with a collaborative agenda, When participants access the agenda, Then they should be able to see a list of agenda items and the option to vote on their importance.

Vote Tracking and Validation

Given participants have voted on agenda items, When the voting period ends, Then the system should automatically calculate and display the ranking of agenda items based on the votes received.

Analytics for Voting Trends

Given the voting data from multiple meetings, When an admin accesses the analytics dashboard, Then they should be able to view historical data and trends for how priorities have shifted over time.

User Notification for Agenda Changes

Given the agenda voting has concluded, When the final agenda is set, Then all participants should be notified via email with the updated agenda reflecting the voted priorities.

Integration with Calendar Systems

Given a scheduled meeting with an agenda, When participants open their calendars, Then the meeting should appear with a link to the agenda and voting system integrated appropriately.

Mobile Access to Agenda Voting

Given participants are using a mobile device, When they log into MeetSync, Then they should be able to access the agenda voting system with full functionality as on desktop.

Priority Highlighting

Using AI-driven insights, this feature identifies and highlights key agenda items based on urgency and impact. By focusing on high-priority topics, it helps meeting leaders to allocate time efficiently and manage discussions effectively, ensuring that the most critical items receive the necessary attention.

Requirements

Real-time Priority Detection

User Story: As a meeting leader, I want the system to automatically detect and highlight high-priority agenda items in real-time so that I can focus the discussion on the most critical topics at hand.
Description: This requirement involves integrating an AI algorithm that analyzes meeting agenda items in real-time to identify and prioritize topics based on factors such as urgency, relevance, and historical data on meeting outcomes. The expected functionality is to provide meeting leaders with a dynamic list of prioritized items that can be adjusted during the meeting based on ongoing discussions. The integration with MeetSync's existing agenda and note-taking features allows seamless updates to the agenda and provides additional insights to enhance decision-making for meetings.
Acceptance Criteria: Meeting Leader utilizes the Real-time Priority Detection feature during a team strategy session to manage agenda items based on AI-driven insights.

Given that the meeting has started, When the meeting leader selects the agenda items, Then the AI should generate a prioritized list of topics that reflects both urgency and historical effectiveness, updating dynamically as discussion unfolds.

A project manager is conducting a review meeting and relies on Real-time Priority Detection to ensure critical agenda items are not overlooked.

Given that the meeting is in progress, When new information is presented that impacts the current agenda, Then the priority list should adjust accordingly to reflect this new data without manual input.

A team member views the prioritized agenda on their device during a meeting to ensure they are aware of the most critical topics being discussed.

Given that the prioritized list is generated, When the team member accesses the agenda, Then they should see a clear indication of high-priority items marked distinctly to understand where to focus their attention.

The AI algorithm in Real-time Priority Detection analyzes past meeting notes to improve accuracy in identifying urgent agenda items for upcoming meetings.

Given that historical meeting data is available, When the AI processes this data, Then it should demonstrate improved accuracy in prioritizing agenda items in future meetings by providing a statistical report on previous successes.

During a meeting, participants suggest additional topics for discussion that may impact the priority list, testing the feature’s adaptability.

Given that new topics are added to the agenda mid-meeting, When these items are suggested, Then the AI should re-evaluate the priority list in real-time, incorporating the new items effectively within the ongoing discussion context.

The integration of Real-time Priority Detection with MeetSync’s note-taking feature to provide summarized outputs post-meeting based on priority.

Given that the meeting has concluded, When the notes are generated, Then the summaries should emphasize key decisions and action items derived from the highest priority agenda topics discussed during the meeting.

User Customization of Priority Criteria

User Story: As a user, I want to customize how priority is determined for agenda items so that I can adjust the focus of meetings based on specific project needs or team preferences.
Description: This requirement ensures that users can customize the criteria used by the AI for determining priority in agenda items. Users can adjust the settings to weigh factors such as deadlines, significance of the item, or input from team members. This customization enhances user satisfaction and makes the feature more relevant to different types of meetings. Integration with user profiles will allow different roles (e.g., project managers, executives) to set different priority criteria according to their needs, ensuring a tailored user experience.
Acceptance Criteria: User Customization of Priority Criteria for Meeting Agendas

Given a user with a defined role, when they access the priority settings, then they should be able to customize weights for deadlines, significance, and team input while saving these preferences successfully.

Integration of User Profiles with Priority Customization

Given a user with a specific role, when they set custom priority criteria, then the settings should be saved and retrieved correctly whenever the user logs in to their profile subsequently.

Impact of Customized Criteria on Meeting Agenda Prioritization

Given a meeting agenda with multiple items, when the user applies their custom priority criteria, then the agenda should display items in the order of priority as defined by the user's settings.

Default Settings for Priority Criteria Based on Role

Given a user with a specific role, when they enter the priority customization for the first time, then the system should present default values based on best practices for their role (e.g., project manager or executive).

User Feedback on Priority Highlighting Effectiveness

Given a user who has applied custom criteria, when they complete a meeting and provide feedback, then their feedback should reflect whether the prioritized items led to effective meeting outcomes, such as timely decision-making.

Highlighting Actions Based on Discussion

User Story: As a participant in the meeting, I want key action items to be automatically highlighted in the notes so that I have a clear understanding of my responsibilities post-meeting.
Description: This requirement focuses on integrating the AI-assisted note-taking feature to not just capture meeting notes but also to highlight action items as they are discussed. The system will analyze the flow of conversation in real-time to identify and recommend follow-up actions that should be noted. This functionality aims to ensure that critical actions are not overlooked and enhances accountability by clearly outlining who is responsible for what after the meeting concludes.
Acceptance Criteria: Real-time action item highlighting during a team meeting discussion.

Given a meeting in progress with multiple agenda items, when a participant discusses a specific action item, then the system must highlight the action item in real time and assign it to the respective participant.

User reviews meeting notes post-discussion for action items.

Given the meeting has concluded, when the user accesses the meeting notes, then all highlighted action items must be distinctly marked and include assigned responsibilities with due dates.

AI processes conversation context for action item identification.

Given a conversation in a meeting, when the discussion shifts to a new topic, then the AI should analyze the context and propose any relevant action items based on the conversation flow within 5 seconds.

Meeting leader views highlighted action items during meeting summary.

Given a summarized view of the meeting at its conclusion, when the meeting leader clicks on the action items section, then it should display a clear list of all highlighted actions along with responsible individuals and deadlines for follow-up.

Integration check with calendar and follow-up reminders.

Given an action item has been highlighted, when the user confirms the action item, then it should create a calendar reminder for the assigned participant on the specified due date.

User feedback on highlighted action items for accuracy.

Given a completed meeting, when the user reviews the highlighted action items, then they should have the option to provide feedback on the accuracy of the highlighted action items within 24 hours of the meeting.

Cross-referencing agenda items with highlighted actions.

Given a meeting agenda, when action items are generated, then the system must ensure that all highlighted actions correspond to agenda items discussed, maintaining a 100% correlation for accountability.

Post-Meeting Summary Generation

User Story: As a meeting participant, I want an automated summary of the meeting that highlights decisions and key action items so that I can quickly review what was discussed and follow up appropriately.
Description: This requirement entails creating an automated summary of meeting discussions, emphasizing the prioritized topics and action items highlighted during the meeting. This involves using AI to compile the notes taken, alongside the prioritized agenda items, into a concise report that can be shared with all attendees. This functionality is expected to streamline follow-ups and improve overall meeting efficiency by providing clear outcomes directly after the meeting.
Acceptance Criteria: Post-Meeting Summary Creation for All Participants

Given that the meeting has concluded, When the summary generation feature is triggered, Then a concise report is automatically generated and shared with all meeting attendees within 5 minutes of the meeting ending.

Highlighting Prioritized Action Items in Summary

Given the generated meeting summary, When the summary is reviewed, Then the high-priority action items are prominently highlighted and distinguishable from other notes.

User Customization of Summary Format.

Given a user preference setting, When the post-meeting summary is created, Then the summary is formatted according to the user's customized template, including any chosen fields and layout.

AI Validation of Summary Accuracy

Given the AI assistant has compiled the meeting notes, When the summary is generated, Then the summary should be verified against the original notes to ensure at least 90% accuracy in reflecting discussions and decisions made during the meeting.

Report Accessibility for Non-Attendees

Given that some stakeholders did not attend the meeting, When the meeting summary is generated, Then the report is accessible to non-attendees through a secure link sent via email.

Integration with Task Management Systems

Given the generated post-meeting summary, When action items are identified, Then they should be automatically exported to integrated task management systems (e.g., Asana, Trello) with appropriate due dates and assignments.

Feedback Collection on Summary Utility

Given the availability of the post-meeting summary, When recipients receive the summary, Then they can provide feedback on its utility and clarity through a rating system included in the summary email.

Feedback Mechanism for Priority Adjustments

User Story: As a user, I want to provide feedback on the priority suggestions after meetings so that the system can learn and improve its effectiveness in prioritizing agenda items in future meetings.
Description: This requirement implements a feedback mechanism that allows users to provide insights on the accuracy of the AI's priority assessments after meetings. Users can rate how well the highlighted items reflected the actual importance and propose adjustments for future meetings. This feedback loop is vital for enhancing the AI's predictive capabilities and ensuring continual improvement of the feature.
Acceptance Criteria: Users can submit feedback on the highlighted priority items at the end of a meeting.

Given the user has attended a meeting, when they navigate to the feedback section, then they should be able to rate each highlighted item on a scale of 1 to 5 and provide comments on their relevance.

Users can view their previous feedback submissions to assess trends in AI priority accuracy.

Given the user has submitted feedback in the past, when they access the feedback summary page, then they should see a list of all previous submissions with their corresponding ratings and comments.

The AI system learns from user feedback to adjust future priority assessments.

Given that user feedback has been submitted, when the AI processes this feedback, then it should adjust the weight of highlighted items according to the feedback trends for the next meeting agenda generation.

Users receive notifications summarizing feedback trends and adjustments made by the AI.

Given that feedback has been processed, when a user logs in after their meeting, then they should receive a summary notification highlighting trends and any adjustments made to the AI's priority settings based on their feedback.

Users can suggest new items to be prioritized during future meetings based on past feedback.

Given a meeting is scheduled, when users submit a suggestion, then the item should be added to the agenda with a proposed priority based on previous feedback.

Meeting leaders can retrieve a report of feedback regarding priority highlighting effectiveness.

Given that multiple feedback submissions exist, when the meeting leader requests a report, then they should receive a summary of user ratings and comments categorized by meeting date and priority item.

Template Customization

This allows users to create and save custom agenda templates for different types of meetings—be it brainstorming sessions, project updates, or strategic planning discussions. Users can select from a variety of structured formats tailored to specific meeting objectives, making it easier to set up relevant agendas swiftly and consistently.

Requirements

Custom Template Creation

User Story: As a meeting organizer, I want to create and save custom agenda templates for different types of meetings so that I can set up relevant agendas quickly and maintain consistency in my meeting formats.
Description: This requirement focuses on allowing users to create and save personalized agenda templates tailored to various meeting types. Users will have the capability to design unique templates that reflect the specific needs of their meetings, whether for brainstorming sessions, project updates, or strategic planning. This functionality enhances meeting preparation by streamlining the process of setting up agendas, ensuring that each meeting is structured effectively to meet its objectives. The implementation will include user-friendly tools for adding headers, items, and formatting, as well as an option to clone existing templates for further customization. Ultimately, this feature will lead to more organized meetings, saving time and improving productivity for users.
Acceptance Criteria: User creates a new custom template for a brainstorming session and saves it in the system.

Given a user is logged into MeetSync, when they navigate to the template creation section and select 'Create New Template', then they should be able to add headers, items, and formatting options, save the template, and see it listed in their saved templates.

User clones an existing template to create a new template for project updates.

Given a user is on the templates page, when they select an existing template and choose the 'Clone' option, then they should be able to modify the cloned template's contents and save it as a new custom template without affecting the original template.

User edits a previously saved custom template to update agenda items for a strategic planning meeting.

Given a user has a saved template, when they open the template for editing, then they should be able to remove, add, and modify agenda items, and upon saving, the changes should be reflected in the updated template.

User selects a custom template while scheduling a meeting.

Given a user is scheduling a meeting, when they select the option to use a template and choose a saved custom template, then the meeting setup should auto-populate with the agenda items from the selected template.

User wants to ensure that their agenda template follows consistent formatting guidelines.

Given a user creates or edits a template, when they view the formatting options available, then they should be restricted to a predefined set of formatting styles to maintain consistency across all templates.

User tries to delete a custom template they no longer need.

Given a user accesses their saved templates, when they select a template and choose the 'Delete' option, then they should receive a confirmation prompt, and upon confirming, the template should be removed from the list.

User accesses help documentation for creating and managing templates.

Given a user is on the template creation page, when they select the 'Help' option, then they should be directed to a user-friendly help guide that provides step-by-step instructions for using the template features.

Template Library

User Story: As a busy professional, I want to access a library of predefined meeting templates so that I can quickly select and customize agendas without spending time on setup.
Description: The Template Library feature will enable users to access a curated collection of predefined agenda templates designed for common meeting types. This library will serve as a resource for users who may not have the time or expertise to create their own templates from scratch. By providing structured templates that align with best practices, users can easily select and customize these templates to fit their specific agendas. This functionality supports users in organizing their meetings more effectively, ensuring that they can focus on the content rather than the setup. The implementation will include filters and categories to help users quickly find suitable templates based on their meeting purpose.
Acceptance Criteria: Accessing the Template Library to select a predefined agenda template for a project update meeting.

Given that the user is logged in and navigated to the Template Library, when they browse the collection, then they should see at least 10 predefined templates categorized by meeting type.

Customizing a selected template from the Template Library for a strategic planning meeting.

Given the user selects the 'Strategic Planning' template, when they modify at least two fields of the template and save it, then the customized template should be saved in the user’s account and reflect the changes made.

Filtering templates in the Template Library based on meeting purpose.

Given the user is viewing the Template Library, when they apply a filter for 'Team Meetings', then they should only see templates that are categorized under 'Team Meetings'.

Searching for a specific agenda template by name within the Template Library.

Given the user enters 'Brainstorming Session' in the search bar, when they click search, then the results should display the 'Brainstorming Session' template and any relevant related templates.

Evaluating the accessibility of the Template Library on mobile devices.

Given that the user accesses MeetSync on a mobile device, when they open the Template Library, then they should be able to view, filter, and select templates without any layout issues or functional limitations.

User feedback submission after choosing a template from the Template Library.

Given that the user has selected a template, when they are prompted to provide feedback after using it, then they should be able to submit their rating and comments successfully.

Ensuring that the system suggests templates based on the user's meeting history.

Given the user has conducted several meetings within MeetSync, when they access the Template Library, then the system should recommend at least three templates based on their previous meeting types.

Template Sharing

User Story: As a team leader, I want to share my custom meeting templates with my team so that we can standardize our meeting processes and improve collaboration.
Description: Template Sharing allows users to share their custom agenda templates with colleagues and teams. This requirement enhances collaboration by promoting best practices and consistency across different departments and project teams. Users will have the ability to share templates via a simple link or directly within the MeetSync platform, allowing other users to view, copy, and modify the shared templates for their purposes. This feature encourages a culture of sharing knowledge and resources, leading to improved meeting management across the organization. Implementing this feature will involve creating user permissions to manage who can share templates and how they can be used by others.
Acceptance Criteria: User shares a custom template with a colleague via a shareable link.

Given a user has created a custom template, when they select the 'Share' option, then a shareable link is generated that can be copied and sent to colleagues.

User shares a template directly through the MeetSync platform.

Given a user has created a custom template, when they select the 'Share' option and choose a colleague from the list, then the selected colleague receives a notification within MeetSync about the shared template.

User attempts to share a template without the necessary permissions.

Given a user does not have 'can share' permissions, when they attempt to share a custom template, then an error message is displayed informing them that they lack the required permissions.

A recipient views a shared template through a provided link.

Given a user receives a link to a shared template, when they click the link, then they are redirected to MeetSync where they can view the template details without alterations.

A recipient copies a shared template to use it for their meetings.

Given a user has accessed a shared template, when they select the 'Copy' option, then a new copy of the template is created in their account that they can modify as needed.

A user modifies a copied template successfully and saves it.

Given a user has copied a shared template, when they make changes and select 'Save', then the modified template is saved under their account with the updates reflected.

User manages permissions for shared templates.

Given an organization admin has access to template sharing settings, when they adjust the permissions for a user, then those changes reflect the user's ability to share or modify templates accordingly.

Template Duplication

User Story: As a frequent meeting organizer, I want to duplicate my existing templates so that I can quickly create new agendas with minimal adjustments, enhancing my efficiency.
Description: The Template Duplication feature will enable users to easily duplicate their existing templates for reuse. This functionality simplifies the process of setting up recurring meetings by allowing users to create a new template based on an existing one with minimal adjustments. Users can adjust details like the meeting title or specific agenda items while retaining the overall structure of the original template. This convenience will save time and streamline the processes for users who frequently host similar types of meetings. The implementation will include an intuitive interface for selecting templates to duplicate and quick-access options for immediate editing.
Acceptance Criteria: User duplicates an existing meeting template to create a new agenda for an upcoming project update meeting.

Given a user has an existing meeting template, when they select the template for duplication, then a new template is created with the same structure and default items, which can be edited.

A user edits the duplicated template to fit a new meeting context while retaining the original structure.

Given a duplicated meeting template is opened for editing, when the user modifies the meeting title and agenda items, then those changes should be saved and displayed correctly in the new template without affecting the original.

User accesses the template duplication feature from the template management section.

Given the user is in the template management section, when they choose to duplicate a template, then an immediate option to edit the new template should be presented, along with a prompt confirming duplication.

A user attempts to duplicate a template that is currently in use for a live meeting.

Given a template is in use for a live meeting, when the user tries to duplicate it, then a warning message should display indicating that the template cannot be duplicated while in use.

User creates multiple duplicated templates for recurring meetings efficiently.

Given a user duplicates several templates from the template management area, when they confirm the duplication, then all duplicated templates should be available for immediate editing and use in upcoming meetings.

An admin reviews the template duplication process to ensure it aligns with user permissions.

Given an admin is reviewing user accounts, when they check a user's ability to duplicate templates, then the system should reflect the correct permissions set under their user role.

User confirms the success of duplicating a template through a notification.

Given a user completes the duplication of a template, when the process is complete, then a confirmation notification should appear indicating the duplication was successful and the new template is available for use.

Template Analytics

User Story: As a data-driven manager, I want to access analytics on my meeting templates so that I can assess their effectiveness and make improvements for future meetings.
Description: Template Analytics provides users insights into how frequently their templates are used and how effective they are in facilitating productive meetings. By tracking metrics such as template usage rates and post-meeting feedback, this feature encourages users to refine their templates based on real-world application. This functionality will include dashboards and reports offering visual data representations, helping users understand which templates yield the best outcomes. Integrating this feature will empower users to make data-driven decisions regarding their meeting management practices, contributing to continuous improvement in how meetings are managed within the organization.
Acceptance Criteria: User accesses the Template Analytics feature to review the usage statistics of their custom meeting templates after conducting multiple meetings over a month.

Given a user is logged into MeetSync and has created multiple custom templates, When they navigate to the Template Analytics section, Then the user should see a dashboard displaying usage rates for each template with data on the number of times each template was initiated in meetings over the past month.

A user submits post-meeting feedback for a template usage, and they want to analyze how that feedback correlates with their meeting outcomes.

Given a user has completed a meeting using a specific template and provided feedback, When the user views the Template Analytics dashboard, Then they should see a section for post-meeting feedback ratings alongside key outcomes for that template, with a clear indication of how feedback correlates to effective meeting results.

The user wants to identify which meeting templates yielded the highest satisfaction score based on participant feedback collected after meetings.

Given the user has utilized multiple meeting templates over a defined period, When accessing the Template Analytics reports, Then the user should be able to sort templates based on average satisfaction score, highlighting the most effective templates used in meetings.

A user applies filters to view the performance of their templates over different time frames.

Given a user is viewing their Template Analytics dashboard, When they select a time frame filter for analysis (e.g., last week, last month), Then the displayed usage statistics and feedback metrics should update correspondingly to reflect only the selected time frame's data.

The user wants to generate and download a report summarizing the analytics for their templates for sharing with their team.

Given the user is on the Template Analytics page, When they click on the 'Download Report' button, Then a summary report should be generated in PDF format, containing all relevant statistics and insights regarding template usage and feedback, which can be shared with team members.

A user wants to refine their meeting templates based on usage metrics and feedback insights provided by Template Analytics.

Given the user has accessed the Template Analytics, When they review the insights and see a low usage rate for a particular template, Then there should be an option available for them to edit the template directly from the analytics page, allowing immediate updates to improve usability.

A manager reviews the Template Analytics feature to gauge overall team effectiveness in using templates across various projects and meetings.

Given a manager has permission to view team analytics, When they access the Template Analytics dashboard, Then they should see an overview that aggregates usage and feedback statistics from all team members' templates, identifying trends and areas for improvement across the team's meetings.

Pre-Meeting Engagement Alerts

This feature notifies participants about upcoming meetings and encourages them to review and contribute to the agenda prior to the meeting start. By fostering engagement ahead of time, it increases preparedness and enhances contribution, transforming meetings into more effective collaborative experiences.

Requirements

Engagement Notification System

User Story: As a meeting participant, I want to receive notifications about upcoming meetings so that I can prepare by reviewing the agenda and contributing effectively.
Description: The Engagement Notification System will send alerts to meeting participants 24 hours and 1 hour before the meeting starts. This system will leverage existing calendar integrations to ensure notifications are timely and relevant. It will encourage users to review the meeting agenda, allowing them to prepare effectively. The notifications will be customizable, enabling users to opt in or out based on their preferences. By prompting participants to engage with the agenda in advance, the feature aims to enhance the quality of discussions and ensure more productive meetings.
Acceptance Criteria: Participants receive an engagement notification 24 hours prior to a scheduled meeting.

Given the meeting is scheduled for 10 AM tomorrow, when the time is 10 AM today, then all participants should receive a notification to review the agenda.

Participants receive a reminder notification 1 hour before the meeting starts.

Given the meeting is scheduled for 10 AM, when the time is 9 AM, then all participants should receive a reminder notification to prepare for the meeting.

Users can customize their notification preferences for engagement alerts.

Given a user accesses notification settings, when they toggle their preference for 24-hour and 1-hour reminders, then these preferences should be saved and reflected in future notifications.

Notifications include a direct link to the meeting agenda.

Given a participant receives an engagement notification, when they open the notification, then it should display a clickable link that directly takes them to the meeting agenda.

The system integrates with existing calendar applications for timely notifications.

Given a user schedules a meeting in Google Calendar, when the meeting is saved, then the engagement notification system should automatically schedule notifications according to user preferences.

Participants who opt out do not receive notifications.

Given a participant opts out of receiving notifications, when the engagement alert is triggered, then that participant should not receive any notification.

The system tracks whether participants interacted with the agenda after receiving notifications.

Given a participant receives an engagement notification, when they access the agenda link within a specified time frame, then the system should log this interaction for meeting analytics.

Agenda Review Capability

User Story: As a participant, I want the ability to add topics to the meeting agenda ahead of time so that I can ensure my concerns are addressed during the meeting.
Description: The Agenda Review Capability will allow meeting participants to view and contribute to the meeting agenda prior to the meeting. This feature will be integrated within the MeetSync platform, enabling users to add comments, questions, or topics they wish to discuss. Real-time collaboration will be supported, and all contributions will be auto-saved and visible to all participants. This capability will ensure that everyone has a voice in shaping the agenda, resulting in meetings that are more aligned with participants' expectations and needs.
Acceptance Criteria: Participants can view the meeting agenda prior to the meeting start time.

Given the meeting date is set, when a participant logs into MeetSync, then they should see the full agenda with comments from other attendees.

Participants can contribute to the meeting agenda before the meeting.

Given the agenda is open for contributions, when a participant adds a comment to a specific agenda item, then that comment should be visible to all participants in real-time.

Participants receive notifications about the upcoming meetings and agenda contributions.

Given a meeting is scheduled to occur, when the notification time arrives, then all participants should receive an email alert reminding them to review or contribute to the agenda.

Real-time collaboration on agenda items occurs seamlessly among participants.

Given multiple participants are reviewing the agenda, when one participant makes a change, then all participants should see the update reflected immediately in their view.

The meeting agenda is saved automatically after any changes or contributions.

Given a participant adds or modifies content in the agenda, when they leave the agenda page, then all changes should be saved automatically without needing manual action.

Participants can view the history of contributions to the agenda.

Given the agenda has been modified multiple times, when a participant checks the version history, then they should be able to see all past comments and changes made by participants.

The meeting agenda can be customized by each user.

Given a participant prefers a specific format for the agenda, when they customize their view, then their saved preferences should be retained for future meetings.

Pre-Meeting Engagement Dashboard

User Story: As a meeting organizer, I want to see an overview of participant engagement with the meeting agenda so that I can identify who may need reminders or encouragement to prepare.
Description: The Pre-Meeting Engagement Dashboard will provide a visual summary of upcoming meetings and participant engagement levels. This dashboard will showcase the number of agenda contributions, comments on agenda items, and overall participant readiness for the meeting. It will serve as a tool for meeting organizers to gauge engagement and follow up with less involved participants. Overall, this feature aims to increase accountability and transparency before meetings, leading to better-prepared sessions.
Acceptance Criteria: Dashboard displays an overview of all meetings scheduled for the week to help users identify upcoming engagements at a glance.

Given the user accesses the Pre-Meeting Engagement Dashboard, when the dashboard loads, then it should display a list of all upcoming meetings for the current week, including meeting titles, dates, and times.

Participants can see their individual contributions to the agenda prior to the meeting, promoting accountability and preparation.

Given a participant views the Pre-Meeting Engagement Dashboard, when they check their section, then it should show a summary of their contributions towards the meeting agenda, including the number of items contributed and comments made.

Meeting organizers can monitor overall engagement levels to identify participants who may need reminders to contribute.

Given the meeting organizer accesses the Pre-Meeting Engagement Dashboard, when they view the engagement metrics, then it should display the total number of agenda contributions, comments, and a readiness score for each participant based on their interaction with the agenda.

The dashboard shows a visual representation of participant engagement trends over time to help organizers adjust their approaches.

Given the meeting organizer opens the engagement metrics section of the Pre-Meeting Engagement Dashboard, when they view the participant readiness over the past three meetings, then it should include a graph showing trends in contributions and comments for each participant across those meetings.

Participants receive alerts to encourage their contributions and remind them of their responsibilities before meetings.

Given a meeting is scheduled within the next 48 hours, when participants access their Pre-Meeting Engagement Dashboard, then they should see a notification prompting them to review and contribute to the agenda items.

The dashboard allows for follow-up actions to be assigned based on participant engagement levels.

Given the meeting organizer identifies participants with low engagement from the Pre-Meeting Engagement Dashboard, when they select a participant, then it should allow them to assign follow-up actions or reminders to those participants.

Feedback Loop Implementation

User Story: As a participant, I want to provide feedback on the meeting after it ends so that I can help improve future meetings and increase their effectiveness.
Description: The Feedback Loop Implementation will enable participants to provide input on the meeting process and agenda after the meeting concludes. This feature will include a simple feedback form that participants can fill out to rate the relevance of agenda items and the overall effectiveness of the meeting. The collected data will be aggregated to provide insights into participant satisfaction and areas for improvement, facilitating continuous enhancement of future meetings.
Acceptance Criteria: Feedback Loop Implementation: Participants provide feedback on the meeting process and agenda after the meeting concludes.

Given a meeting has concluded, when a participant accesses the feedback form, then they should be able to rate the relevance of each agenda item on a scale from 1 to 5 and provide additional comments.

Feedback Loop Implementation: Participants provide feedback on the meeting process and agenda after the meeting concludes.

Given a meeting has concluded, when a participant submits their feedback response, then the system should display a confirmation message indicating successful submission.

Feedback Loop Implementation: Participants provide feedback on the meeting process and agenda after the meeting concludes.

Given that feedback has been collected from participants, when the meeting organizer accesses the feedback report, then they should see aggregated data including average ratings for agenda items and overall meeting effectiveness.

Feedback Loop Implementation: Participants provide feedback on the meeting process and agenda after the meeting concludes.

Given that feedback is submitted, when the organizer reviews the feedback, then they should have access to individual comments to understand specific areas of concern or praise.

Feedback Loop Implementation: Participants provide feedback on the meeting process and agenda after the meeting concludes.

Given that feedback is provided by participants, when the feedback period has closed, then the system should prevent any more submissions from being made and notify the participants accordingly.

Feedback Integration

After each meeting, this feature allows users to provide feedback on the agenda’s effectiveness and relevance. By analyzing this feedback, the AI continuously refines future agenda recommendations, ensuring that the Smart Agenda Planner evolves according to user preferences and improves over time.

Requirements

Post-Meeting Feedback Collection

User Story: As a meeting participant, I want to provide feedback on the agenda after the meeting, so that I can help shape future agendas to better meet my needs and preferences.
Description: This requirement focuses on enabling users to provide feedback on meeting agendas immediately after each meeting. The feedback will capture users' perceptions of the agenda's effectiveness, relevance, and structure. By collating this information, the AI system can identify trends and areas for improvement, ensuring that future agendas are better tailored to user preferences. This feature not only fosters engagement but also creates a data-driven approach for agenda optimization, enhancing the overall quality and productivity of meetings within MeetSync.
Acceptance Criteria: User provides feedback on the meeting agenda after a scheduled Team Strategy session.

Given the meeting has ended, when the user accesses the feedback prompt, then the user should be able to select a rating from 1 to 5 for the agenda's effectiveness and provide textual feedback.

A user submits feedback indicating the agenda was too lengthy after a Product Development discussion.

Given the user provides feedback, when the feedback is submitted, then the system should record the feedback including the provided ratings and comments in the database.

After receiving user feedback, the AI processes the input to enhance future agenda recommendations.

Given a feedback entry is submitted, when the AI processes the feedback data, then it should identify at least one actionable insight that will be used to modify future agendas for improved relevance.

Users view a summary of their feedback submissions over past meetings.

Given a user requests to view their feedback history, when the user navigates to the feedback section, then they should see a list of feedback submitted for all previous meetings along with ratings and comments.

An admin reviews aggregated feedback data to assess overall user satisfaction with meeting agendas.

Given the admin accesses the feedback analytics dashboard, when the dashboard loads, then it should display graphs showing average ratings and common themes from user comments for the past month.

A user attempts to submit feedback but faces a connectivity issue.

Given a user experiences network issues, when they try to submit feedback, then the system should provide an error message indicating the submission failed and suggest they try again later.

AI-Driven Agenda Recommendations

User Story: As a meeting organizer, I want AI to suggest agendas based on past feedback, so that future meetings can be more structured and effective.
Description: This requirement involves the implementation of an AI algorithm that analyzes feedback data collected from users after meetings. The AI will utilize machine learning to understand user preferences and historical meeting effectiveness, allowing it to generate smarter, more relevant agenda suggestions. By continuously refining its recommendations based on user input, the AI system ensures that agendas evolve over time, facilitating more productive meetings and increasing user satisfaction with the scheduling process.
Acceptance Criteria: User submits feedback on the agenda after a meeting.

Given a user has completed a meeting, when they provide feedback on the agenda, then the feedback should be stored in the system for analysis by the AI algorithm.

AI generates a new agenda based on user feedback.

Given the AI algorithm has received feedback data, when it generates a new agenda for the next meeting, then the agenda should reflect improvements based on historical feedback trends.

User rates the relevance of agenda items over time.

Given multiple meetings have occurred, when a user accesses the historical agenda feedback reports, then the user should be able to see ratings that indicate agenda item relevance over time.

AI adjusts agenda recommendations based on user interaction patterns.

Given the AI has access to user interaction data, when a user frequently selects certain agenda items, then the AI should prioritize these items in future recommendations.

User views personalized agenda recommendations before the meeting.

Given the AI has refined its recommendations based on user feedback, when a user checks their upcoming meeting's agenda, then they should see a list of personalized agenda items tailored to their feedback.

Feedback analysis leads to a measurable improvement in meeting effectiveness.

Given that feedback has been collected post-meeting, when the AI analyzes this feedback, then there should be a visible increase in user satisfaction and meeting productivity metrics over time.

Admin monitors the AI's learning progress.

Given an admin panel exists, when an admin accesses the AI learning report, then they should be able to view statistics showing the AI's adjustment to recommendations based on user feedback.

Feedback Analytics Dashboard

User Story: As a team leader, I want to view analytics on meeting feedback, so that I can identify trends and make informed decisions about our meeting strategies.
Description: This requirement involves creating an analytics dashboard where users can visualize feedback metrics over time. Users will have access to insights such as overall satisfaction rates, common feedback themes, and agenda effectiveness scores. This dashboard will provide users and administrators with actionable insights which can inform strategic adjustments and training for meeting facilitators, thus improving the overall meeting culture within organizations using MeetSync.
Acceptance Criteria: User reviews feedback metrics after a scheduled meeting to gauge overall meeting effectiveness.

Given the user is on the Feedback Analytics Dashboard, when the user selects a specific meeting date range, then they should see a graphical representation of overall satisfaction rates for that period.

An administrator accesses the dashboard to identify common feedback themes across multiple meetings.

Given the administrator is on the Feedback Analytics Dashboard, when they view feedback metrics, then they should see categorized themes of feedback displayed along with frequency counts.

Users want to understand the effectiveness of meeting agendas over time to guide future planning.

Given the user is on the Feedback Analytics Dashboard, when they select the agenda effectiveness report, then they should see a score aggregating the effectiveness ratings along with suggestions for improvement.

An organization’s management team reviews dashboard insights to implement strategy adjustments.

Given the management team is accessing the Feedback Analytics Dashboard, when they filter insights by department, then they should be able to see tailored feedback metrics specific to that department's meetings.

Users want to track feedback trends to enhance meeting facilitation training.

Given the user is on the Feedback Analytics Dashboard, when they select the trend analysis feature, then they should see visual trends of feedback metrics over the last six months, identifying any improvements or declines.

The platform needs to alert users when feedback ratings fall below a certain threshold.

Given the threshold is set for feedback ratings in the analytics dashboard, when the feedback rating drops below this threshold, then an automated alert should be sent to the meeting facilitator.

Administrators want to export feedback metrics for external presentations or reports.

Given the administrator is on the Feedback Analytics Dashboard, when they choose to export data, then they should receive a downloadable report in CSV format containing all relevant metrics and insights.

Integration with Calendar Notifications

User Story: As a user, I want to receive a calendar reminder to provide feedback after a meeting, so that I can easily share my thoughts without forgetting.
Description: This requirement ensures that users receive notifications regarding the feedback request immediately after a scheduled meeting. By integrating with calendar systems, users are prompted to share their thoughts on the agenda promptly, increasing the likelihood of feedback collection. This feature will assist in generating timely data for the AI to analyze, ultimately improving the responsiveness and personalization of future agendas.
Acceptance Criteria: User receives a feedback request notification immediately after a meeting concludes.

Given that the meeting has ended, when the system triggers a feedback request, then the user should receive a notification within 1 minute.

Feedback request notifications are sent based on different calendar platforms (e.g., Google Calendar, Outlook).

Given that a user has a meeting scheduled in their Google Calendar, when the meeting ends, then a feedback notification should be sent to the user via the respective calendar notification system.

User's ability to customize the timing of feedback notifications post-meeting.

Given that a user has set their preferred feedback notification timing to 10 minutes post-meeting, when the meeting ends, then the user should receive the feedback request notification exactly 10 minutes later.

Feedback request notification includes a summary of the meeting agenda for user reference.

Given that a feedback request is triggered, when the user opens the notification, then the notification should display a summary of the meeting agenda for the user to reference.

Tracking of user interactions with feedback request notifications.

Given that a feedback request notification is sent, when the user clicks on the notification, then the system should log this interaction and the timestamp for analytics.

Users can provide feedback directly from the notification without needing to navigate away.

Given that a feedback request notification is received, when the user interacts with the notification, then they should be able to provide feedback directly within the notification interface.

Regularity and consistency in receiving feedback requests after meetings.

Given that a user attends at least five meetings in a week, when the meetings end, then the user should consistently receive feedback requests for each meeting attended.

Customizable Feedback Forms

User Story: As an administrator, I want to customize feedback questions, so that I can gather more specific and actionable insights from participants.
Description: This requirement allows administrators to customize the feedback forms used after meetings. Admins can modify pre-set questions or create new ones to better capture the feedback relevant to specific user groups or types of meetings. This flexibility will ensure that feedback is relevant and tailored, providing more meaningful data for analysis and aiding in the fine-tuning of agenda recommendations by the AI.
Acceptance Criteria: Administrators are using MeetSync to prepare for an important stakeholder meeting. They need to customize the feedback form to gather specific insights that will be useful for evaluating the agendas of similar high-level meetings in the future.

Given an administrator is logged into the MeetSync platform, when they navigate to the feedback form customization section, then they should be able to add, edit, or delete questions on the feedback form to suit the specific needs of the meeting.

After a meeting has concluded, the customized feedback form is sent to attendees for completion. Admins want to ensure that the feedback forms are appropriately tailored and that responses can be captured accurately.

Given a meeting has ended and a feedback form has been distributed, when an attendee receives it, then the feedback form should reflect the customizable questions set by the administrator, allowing for targeted feedback collection.

An administrator wants to review the feedback collected from previous meetings to assess the effectiveness of agenda items over time and adjust future meeting structures accordingly.

Given that feedback has been collected from multiple meetings with customized forms, when the administrator accesses the feedback analysis tool, then they should be able to view consolidated insights from the responses to both standard and customized questions.

A team wants to conduct a retrospective analysis following a series of project meetings, and they need to ensure that past feedback forms included relevant questions to facilitate this review.

Given the administrator has customized the feedback forms for the previous project meetings, when they review the archived feedback forms, then all versions of the feedback forms should be accessible with their specific questions intact for analysis.

To enhance user experience, administrators want to ensure that all modifications to feedback forms are intuitive and do not require extensive training for new users.

Given an administrator is using the customization interface for feedback forms, when they attempt to edit or add questions, then the user interface should provide clear guidance and tool-tips to assist in prompt and error-free updates.

An admin aims to implement a standard annual performance review cycle that includes feedback from ongoing meetings, ensuring alignment with corporate strategies.

Given the admin has set up standardized feedback forms, when they customize these forms for annual reviews, then there should be an option to save the forms as templates for future use, making them easily reusable.

Action Item Dashboard

The Action Item Dashboard provides a centralized view of all action items created during meetings, categorizing them by status, assignee, and deadlines. This visual representation enhances accountability and ensures that users can quickly assess progress at a glance, enabling team members to stay organized and focused on meeting commitments.

Requirements

Action Item Filtering

User Story: As a team member, I want to filter action items by status and assignee so that I can focus on the tasks that are relevant to my role and responsibilities.
Description: The Action Item Filtering requirement enables users to filter action items based on various criteria such as status (open, in progress, completed), assignee, priority level, and due dates. This functionality ensures that users can quickly access relevant tasks, improving focus and efficiency. By allowing users to customize their view of action items, this feature enhances the overall user experience and supports effective team collaboration by ensuring that team members can prioritize their work based on their specific needs and project circumstances.
Acceptance Criteria: Filtering action items by status to quickly identify tasks that are currently open, in progress, or completed.

Given the user is on the Action Item Dashboard, when the user selects a specific status filter (open, in progress, completed), then only action items corresponding to that selected status should be displayed.

Filtering action items by assignee to focus on tasks assigned to a specific team member.

Given the user is on the Action Item Dashboard, when the user selects an assignee from the filter options, then only action items assigned to that individual should be shown.

Filtering action items by priority level to ensure high-priority tasks are addressed promptly.

Given the user is on the Action Item Dashboard, when the user selects a priority level (low, medium, high), then only action items that match the selected priority should be displayed.

Filtering action items by due dates to keep track of upcoming deadlines.

Given the user is on the Action Item Dashboard, when the user applies a filter for due dates (e.g., due today, due this week), then only action items with deadlines matching that filter should be visible.

Using multiple filters simultaneously to refine the view of action items.

Given the user is on the Action Item Dashboard, when the user applies multiple filters (such as status and assignee), then the resulting list should only display action items that meet all selected criteria.

Clearing filters to return to the default view of all action items.

Given the user is on the Action Item Dashboard, when the user clicks on the 'Clear Filters' button, then all action items should be displayed, regardless of any previously applied filters.

Saving custom filter settings for future use to enhance convenience for users.

Given the user is on the Action Item Dashboard, when a user saves a specific combination of applied filters as a custom view, then the saved filter should be accessible in future sessions under 'Saved Views'.

Action Item Notifications

User Story: As a project manager, I want to receive notifications about upcoming action item deadlines so that I can ensure team members are on track with their commitments and prevent any delays.
Description: The Action Item Notifications requirement introduces a system for sending notifications and reminders to users for upcoming deadlines and changes to action items. This feature aims to increase accountability and ensure that team members stay informed about their responsibilities. Notifications will be customizable, allowing users to specify how and when they want to receive updates, thereby enhancing their engagement and enabling proactive management of tasks.
Acceptance Criteria: User receives a notification for an action item due within the next 24 hours.

Given a user has action items with deadlines approaching, when the notification system runs, then the user should receive a reminder notification of due action items.

User customizes notification settings for action item updates.

Given a user is in the notification settings, when they choose specific criteria for receiving notifications, then the system should save those preferences and apply them to future notifications.

User receives a push notification for a newly assigned action item.

Given a team member assigns an action item to a user, when the item is created, then the assigned user should receive an immediate push notification about the new action item.

User accesses a log of past notifications related to action items.

Given a user is on the action item dashboard, when they select the notifications history, then the system should display a comprehensive log of past notifications along with corresponding action items.

User receives a summary email of all due action items at the start of the week.

Given it's Monday morning, when the user has action items due that week, then an email summary of those items should be sent to the user as a reminder.

Progress Tracking Visuals

User Story: As a team leader, I want to see visual representations of progress on action items so that I can easily communicate status updates during meetings and facilitate better planning.
Description: The Progress Tracking Visuals requirement aims to implement graphical representations of action item progress, such as Gantt charts or progress bars, within the Action Item Dashboard. This visually engaging feature helps users quickly assess the state of their action items and overall team performance. By providing insights into timelines and completion statuses, it supports informed decision-making and conversations during meetings.
Acceptance Criteria: Visual assessment during a team review meeting.

Given the user is in a team review meeting, When they access the Action Item Dashboard, Then they should see Gantt charts or progress bars representing the status of all action items assigned to team members.

Evaluation of overdue action items by managers.

Given the manager is reviewing overdue action items, When they filter the Action Item Dashboard to show items past their deadlines, Then the manager should see all overdue tasks clearly marked and highlighted for immediate attention.

Tracking task completion within a sprint cycle for software development teams.

Given a user is part of a software development team, When they view the Action Item Dashboard during a sprint retrospective, Then they should see a visual summary of action items completed versus outstanding, displayed as a percentage progress bar.

Monitoring individual contributions towards team goals.

Given a team member accesses the Action Item Dashboard, When they filter action items assigned only to themselves, Then they should see a visual representation of their progress on tasks and deadlines displayed through progress bars.

Using the dashboard for status updates in a project kick-off meeting.

Given a project manager is leading a project kick-off meeting, When they present the Action Item Dashboard, Then they should have visual representations of action item statuses, with color coding to denote completion levels (red for not started, yellow for in progress, green for completed).

Regularly scheduled team meeting to update action item status.

Given a team is conducting a weekly status meeting, When they review the Action Item Dashboard, Then they should be able to filter action items by status and assignee to ensure all members are held accountable for their respective tasks.

Collaborative Notes Integration

User Story: As a participant in meetings, I want to access notes that relate to my action items so that I can understand the context behind my tasks and execute them more effectively.
Description: The Collaborative Notes Integration requirement encompasses the integration of meeting notes with action items within the dashboard. This feature allows users to link specific action items to their corresponding notes taken during meetings, enhancing context and clarity. By facilitating quick reference to the discussions that led to the creation of action items, this integration promotes accountability and ensures that all team members are aligned on priorities and expectations.
Acceptance Criteria: User accesses the Action Item Dashboard after a meeting and wishes to review the action items linked to collaborative notes.

Given the user is on the Action Item Dashboard, when they select a specific action item, then the corresponding meeting notes should be displayed alongside the action item details, providing context and clarity.

A user assigns an action item during the meeting and links it to relevant notes in real-time using the Collaborative Notes Integration feature.

Given the user has created an action item and is taking collaborative notes, when they link the action item to the relevant section of the notes, then the link should be successfully saved and visible in both the action item and the notes.

The user wants to filter action items based on their status and view linked notes for those items.

Given the user applies a filter to view 'In Progress' action items, when they click on an item, then the dashboard should display the status, deadline, and linked collaborative notes for that action item.

After a meeting, a team member checks if the action items are correctly linked to the relevant notes for accountability.

Given the action items have been created and linked to notes, when the team member views the Action Item Dashboard, then they should be able to see each action item linked to its corresponding notes without any discrepancies.

A user removes an action item from the dashboard and verifies that the link to the collaborative notes is updated accordingly.

Given the user deletes an action item from the dashboard, when they check the linked collaborative notes, then the specific reference to the deleted action item should no longer be present.

A user edits meeting notes that contain linked action items and ensures the links remain intact.

Given the user is editing a specific section of the collaborative notes, when they save the edits, then the associated action items should still be linked correctly without loss of integrity or data.

Action Item Template Creation

User Story: As a user, I want to create templates for recurring action items so that I can save time during meetings and ensure all necessary information is included.
Description: The Action Item Template Creation requirement allows users to create and save templates for common action items. This feature simplifies the process of generating new action items by providing a pre-defined structure, ensuring consistency in formatting and required information. Users can easily apply these templates when creating items during meetings, saving time and reducing errors in documentation.
Acceptance Criteria: Creating a new action item template for recurring project updates in a team meeting.

Given a user is logged into the MeetSync platform, When the user navigates to the Action Item Template section and clicks on 'Create New Template', Then the user should be able to input the template name, description, and required fields, and save the template successfully.

Applying an existing action item template during a meeting to generate new action items.

Given a user is in the middle of a meeting and has open access to action item templates, When the user selects an existing template to create a new action item, Then the action item should pre-fill with the template’s structure and allow the user to customize it before saving.

Editing an existing action item template to modify information or add additional fields.

Given a user has previously created action item templates, When the user selects a template to edit and updates the fields or structure, Then the user should be able to save the changes and see the updated template reflected immediately.

Deleting an action item template that is no longer needed.

Given a user has access to action item templates, When the user selects a template to delete and confirms the deletion, Then the template should be removed from the list of available templates with a confirmation message displayed to the user.

Viewing a list of action item templates to choose from when creating new action items.

Given a user is preparing to create new action items, When the user navigates to the action item template section, Then the user should see a visual list of all saved templates along with their descriptions and creation dates.

Exporting action item templates for sharing with other team members outside of MeetSync.

Given a user wants to share action item templates, When the user selects the 'Export' option for a chosen template, Then the template should be downloaded in a sharable format (e.g., PDF or DOC) for distribution.

Ensuring new action item templates meet business compliance standards for documentation.

Given the need for compliance in action item documentation, When a user creates a new action item template, Then the system should validate the required fields against predefined business compliance requirements before allowing the template to be saved.

Automated Reminders

Automated Reminders send notifications to users regarding upcoming action item deadlines and follow-up tasks directly through the MeetSync platform. This feature helps maintain momentum by ensuring that responsible parties are consistently aware of their obligations, reducing the risk of missed deadlines and enhancing productivity.

Requirements

Customizable Reminder Notifications

User Story: As a project manager, I want to customize my reminder notifications so that I receive them at the most effective times for my workflow, ensuring I stay on top of my responsibilities without feeling overwhelmed by alerts.
Description: The Customizable Reminder Notifications requirement allows users to personalize notification settings for automated reminders. Users can choose the timing and frequency of reminders (e.g., one day before, one hour before) and specify which types of notifications they want to receive (e.g., email, push notifications). This capability ensures that reminders are relevant and timely, accommodating different user preferences and improving engagement with the action items. By allowing customization, users can tailor their reminder experience, reducing notification fatigue and increasing the likelihood of follow-through on tasks.
Acceptance Criteria: User selects a specific action item from their MeetSync dashboard to customize notification settings for an upcoming deadline.

Given the user navigates to the action item settings, when they choose to customize notification options, then the system should allow them to select timing options (e.g., one day before, one hour before) and type of notifications (e.g., email, push).

User attempts to set up a reminder for an action item that is due tomorrow using the MeetSync platform.

Given the user has customized their reminder settings, when they set a reminder for the action item, then the system should send the selected type of notification at the specified time before the deadline.

User receives a notification for an action item deadline and wants to change their notification preferences for future reminders.

Given the user receives a notification, when they access the notification settings, then they should be able to modify the timing and type of future notifications for all action items accordingly.

User wants to test the effectiveness of reminder notifications for an upcoming meeting and observes the notification settings in their profile.

Given the user is on their profile notification settings page, when they review their current settings, then the timing, frequency, and type of reminders displayed should match their previous selections.

User has set multiple action items with different reminder customizations and expects to receive notifications as configured.

Given the user has action items with diverse reminder configurations, when the deadlines approach, then notifications should be triggered according to each individual action item's specified settings without errors.

User experiences notification overload and wants to adjust their reminder settings to reduce notifications temporarily.

Given the user is prone to notification fatigue, when they adjust their settings, then the system should allow them to pause notifications or choose a less frequent schedule for reminders as desired.

Action Item Tracking

User Story: As a team member, I want to see the status of my action items in one place so that I can quickly understand what I need to do and prioritize my tasks effectively without wasting time searching for updates.
Description: The Action Item Tracking requirement enables users to have a visual progress indicator for their assigned action items. This feature would provide a dashboard view where users can easily see which tasks are completed, in progress, or overdue. It enhances accountability and ensures that users are aware of their current responsibilities. This capability ties closely with the automated reminders, as reminders will link directly to the status of the action items, fostering a proactive approach to task completion and collaboration among team members.
Acceptance Criteria: User views action items dashboard after a meeting to track progress on assigned tasks and deadlines.

Given the user has logged into MeetSync, when they navigate to the Action Items dashboard, then they should see a visual representation of action items categorized as 'Completed', 'In Progress', and 'Overdue'.

User receives automated reminders for action items approaching their deadlines.

Given that an action item deadline is set within a week, when the deadline is approaching, then the user should receive a notification through the MeetSync platform reminding them of the upcoming deadline.

User marks an action item as completed after finishing the required task.

Given that the user has completed an action item, when they update the status in the Action Items dashboard, then the item should move from 'In Progress' to 'Completed' and visually reflect this change.

User attempts to access the action items dashboard without being signed in.

Given that the user is not signed into MeetSync, when they try to access the Action Items dashboard, then they should be redirected to the login page with an appropriate error message.

Team leader reviews the overview of all team members' action items during a weekly meeting.

Given that the team leader accesses the Action Items dashboard, when they display the dashboard, then all team members' action items should be visible, showing their completion status and upcoming deadlines.

User filters action items by deadline or status in the dashboard.

Given that the user is on the Action Items dashboard, when they apply a filter for 'Overdue' items, then only those action items that are overdue should be displayed on the dashboard.

User interacts with the reminders feature to customize notification settings.

Given that the user is in their settings, when they adjust the notification preferences for action item reminders, then the user should be able to successfully save their preferences, and those preferences should be reflected in the notifications received.

Integration with Third-party Calendars

User Story: As a user, I want my automated reminders to sync with my external calendar so that I can manage all my tasks in one place and ensure that I do not overlook any deadlines.
Description: The Integration with Third-party Calendars requirement facilitates the synchronization of reminders and action items with external calendar systems (e.g., Google Calendar, Outlook). This integration allows users to receive reminders where they are most active, ensuring they do not miss important deadlines. By connecting the MeetSync platform with widely used calendar tools, it enhances user convenience and encourages consistent engagement with the meeting objectives and follow-ups. This seamless interaction across platforms eliminates redundancy, streamlining the workflow.
Acceptance Criteria: User receives automated reminders for upcoming action items synchronized from their Google Calendar after a meeting concludes.

Given the user has connected their Google Calendar to MeetSync, When an action item with a due date is created in MeetSync, Then an automated reminder should be sent to the user’s Google Calendar 24 hours before the action item’s due date.

Users want to customize the timing and frequency of reminders for different types of action items.

Given a user is in the reminder settings of MeetSync, When they select an action item type and set custom reminder preferences, Then those preferences should be saved and correctly applied to future reminders related to that action item type.

Users receive notifications on their Outlook Calendar for action items from the MeetSync platform in real time.

Given the user has linked their Outlook Calendar with MeetSync, When an action item is updated in MeetSync, Then the update should reflect on the user’s Outlook Calendar instantly with the correct due date and time.

A user reviews previously completed action items to ensure all deadlines were met and reminders functioned as expected.

Given the user accesses their action item history in MeetSync, When they filter for completed action items, Then all completed items should display the corresponding reminders that were sent, including timestamps.

Users are able to receive reminder notifications on their mobile device through the MeetSync app for important upcoming deadlines.

Given a user has installed the MeetSync mobile app and enabled push notifications, When an action item is due within the set reminder window, Then a push notification should be sent to the user’s mobile device.

A user wants to see a summary of all their reminders across different calendar systems in one view.

Given a user accesses the 'Reminders' dashboard within MeetSync, When all connected calendar systems are active, Then a consolidated view of all reminders from those systems should be displayed clearly with the item details and due dates.

Analytics Dashboard for Follow-up Tasks

User Story: As a manager, I want to analyze the performance of follow-up tasks over time, so that I can adjust my meeting strategies and reminder settings to increase productivity and ensure team accountability.
Description: The Analytics Dashboard for Follow-up Tasks requirement provides users with insights into their follow-up tasks' performance. This feature will analyze the completion rates of action items and the effectiveness of follow-up reminders over time, offering statistics like average completion time and overdue tasks percentage. By providing these analytics, users can identify trends in their task management and make data-driven decisions to improve efficiency. Integrating this capability into the platform enhances the overall user experience by fostering a results-oriented mindset.
Acceptance Criteria: User reviewing the Analytics Dashboard for Follow-up Tasks after a series of meetings to assess the effectiveness of their action item management.

Given a user is logged into MeetSync, When the user accesses the Analytics Dashboard, Then the dashboard displays a summary of follow-up task metrics, including average completion time, total number of tasks, completed and overdue tasks.

User receives an automated reminder for follow-up tasks and checks the Analytics Dashboard to evaluate how well reminders are functioning.

Given a user has follow-up tasks due, When the automated reminders are sent, Then the Analytics Dashboard updates to reflect an increase in task completion rates following reminder notifications.

Manager wants to identify overall trends in task performance across different teams using the Analytics Dashboard.

Given the manager accesses the Analytics Dashboard, When viewing team performance metrics, Then the dashboard shows completion rates segmented by teams and highlights any overdue tasks.

A user analyzes their follow-up task records to understand their own performance over the last month.

Given the user selects the last month’s data on the Analytics Dashboard, When viewing the report, Then the dashboard displays a clear historical trend analysis of their follow-up task completion rates and overdue statistics.

An admin reviews the effectiveness of reminders over several quarters to improve user engagement strategies.

Given an admin accesses the Analytics Dashboard, When switching to quarterly analytics view, Then the dashboard provides a comparative analysis of the completion rates over the specified quarters, highlighting the impact of reminder notifications on user performance.

A user seeks to understand which types of follow-up tasks tend to be completed late or not at all.

Given the user filters the Analytics Dashboard for overdue tasks, When analyzing the resulting data, Then the dashboard provides insights into task types and their respective overdue rates, facilitating targeted follow-up strategies.

Collaboration Notifications

User Story: As a team member, I want to be notified when my colleagues update shared action items so that I can stay informed and collaborate effectively on our projects without unnecessary delays.
Description: The Collaboration Notifications requirement ensures that users receive updates when other team members comment or make changes to action items they’re involved with. This feature promotes transparency and encourages collaborative efforts in meeting follow-ups. By keeping users informed about changes in their shared responsibilities, it enhances teamwork and ensures everyone is aligned regarding the status of ongoing tasks. This capability also contributes to building a culture of accountability and encourages proactive engagement among team members.
Acceptance Criteria: User receives notifications when a comment is added to an action item they are assigned to.

Given a user has an action item with comments, when a new comment is added, then the user receives a notification alerting them of the change.

User receives notifications when an action item deadline changes.

Given a user is assigned to an action item, when the deadline of that action item is modified, then the user receives a notification with the updated deadline details.

User can opt to customize the frequency of collaboration notifications.

Given a user has access to collaboration notifications settings, when they change their notification settings, then their preference for notification frequency is successfully updated and applied.

Team members can see the notification history for action items they are involved with.

Given a user opens an action item they are assigned to, when they check the history, then they can see all notifications related to that action item including comments and deadline changes.

Notification settings do not affect other users' settings.

Given one user configures their notification settings, when another user views their notification settings, then they should see their own settings unchanged by the first user’s configurations.

User receives a summary of notifications on meeting start time.

Given a scheduled meeting is about to start, when the time for the meeting arrives, then the user receives a summary notification of all outstanding action items and comments related to that meeting.

Users can mark notifications as read or unread.

Given a user receives a notification, when they mark it as read, then the notification status changes to 'read' and is reflected in their notification center accordingly.

Progress Tracking Timeline

The Progress Tracking Timeline visually charts the status of action items over time, showing historical updates and milestones achieved. This timeline creates clarity around task timelines, allowing users to identify delays easily, celebrate completed actions, and make informed decisions about project pacing.

Requirements

Dynamic Action Item Tracking

User Story: As a project manager, I want to dynamically track and manage action items within the Progress Tracking Timeline so that I can ensure accountability and quickly respond to task changes in real-time.
Description: The Dynamic Action Item Tracking requirement enables users to view and manage action items in real-time within the Progress Tracking Timeline. This feature should include functionalities to add, edit, and delete tasks directly from the timeline interface, allowing for comprehensive tracking and management of ongoing tasks. It will benefit users by providing an immediate overview of their responsibilities, ensuring accountability and enhancing team collaboration. This requirement is essential for maintaining an agile workflow and allows users to dynamically respond to changing project needs and priorities, ultimately increasing productivity.
Acceptance Criteria: User adds a new action item to the Progress Tracking Timeline.

Given the user is on the Progress Tracking Timeline, when they click the 'Add Action Item' button and fill in the required fields, then the action item should be added to the timeline and displayed in the appropriate time slot, visible to all team members.

User edits an existing action item within the Progress Tracking Timeline.

Given the user selects an existing action item on the Progress Tracking Timeline, when they click the 'Edit' button, modify the details, and save, then the updated action item should reflect the changes accurately on the timeline immediately.

User deletes an action item from the Progress Tracking Timeline.

Given the user identifies an action item on the Progress Tracking Timeline, when they click the 'Delete' button and confirm the deletion, then the action item should be removed from the timeline without affecting other items.

User views the historical updates of action items on the timeline.

Given the user is viewing the Progress Tracking Timeline, when they select the 'Historical Updates' option, then they should see a comprehensive log of past updates and milestones for each action item.

User collaborates on action items with team members through the timeline interface.

Given the user is on the Progress Tracking Timeline, when they assign an action item to a team member, then the assigned member should receive a notification, and the timeline should show the name of the assignee next to the action item.

User marks an action item as complete within the Progress Tracking Timeline.

Given the user has completed an action item, when they click the 'Mark as Complete' option on the timeline for that item, then the action item should be visually indicated as completed and removed from the active tasks list.

User filters action items by status within the Progress Tracking Timeline.

Given the user is on the Progress Tracking Timeline, when they apply a filter for active, completed, or overdue action items, then the timeline should only display the items matching the selected filter criteria.

Milestone Visualization

User Story: As a team leader, I want to see key milestones visually represented on the Progress Tracking Timeline so that I can quickly assess project status and ensure we are on track to meet deadlines.
Description: This requirement focuses on visually representing key milestones on the Progress Tracking Timeline. Users will be able to see significant project markers, such as deadlines and completion points, represented with distinct labelings and icons. This visual clarity helps users identify important dates at a glance and assists in strategic planning and deployment of resources across tasks. By integrating milestone visualization, the platform will enhance user engagement and focus by presenting crucial project information more effectively.
Acceptance Criteria: Users can view a timeline that displays all key milestones for ongoing projects in the Progress Tracking Timeline section of MeetSync.

Given the user has navigated to the Progress Tracking Timeline, when they choose a specific project, then they should see distinct markers for all key milestones, including deadlines and completion points with appropriate labels and icons.

When a user hovers over a milestone on the Progress Tracking Timeline, they are provided with additional details about the milestone.

Given the user is viewing the Progress Tracking Timeline, when they hover over a milestone icon, then a tooltip should display the milestone's name, description, and date of completion.

Users receive notifications for upcoming milestones on their Progress Tracking Timeline.

Given a user has set a milestone in the Progress Tracking Timeline, when the milestone date approaches, then the user should receive an automatic notification via email or app notification reminding them of the upcoming milestone.

The Progress Tracking Timeline allows users to filter milestones by different categories (e.g., completed, upcoming, overdue).

Given the user is on the Progress Tracking Timeline, when they apply a filter for milestone categories, then the timeline should update to show only those milestones that fit the selected criteria.

Milestones can be customized with different colors and icons based on their status (e.g., completed, in progress, overdue).

Given the user is editing a milestone on the Progress Tracking Timeline, when they select to change the milestone's status, then the corresponding color and icon should update immediately to reflect the new status.

Users can track the historical performance of milestones over time through the Progress Tracking Timeline.

Given the user has accessed the Progress Tracking Timeline, when they select the option to view historical data, then they should see previous milestone completions and any delays represented clearly on the timeline.

Users can export the Progress Tracking Timeline view to share with stakeholders or team members.

Given the user has configured the current view of the Progress Tracking Timeline, when they select the export option, then the timeline should be generated as a PDF or image file that preserves the visual layout and data presented.

Historical Updates Log

User Story: As a team member, I want to access a historical log of updates made to action items on the Progress Tracking Timeline so that I can understand the context behind task changes and maintain accountability among the team.
Description: The Historical Updates Log requirement involves creating a feature that stores and displays a historical record of changes made to action items within the Progress Tracking Timeline. This log will include timestamps and edited content, providing transparency and accountability for users who may need to reference prior decisions and modifications. This requirement is crucial for fostering an environment of trust and responsibility within teams, as it allows members to review the evolution of tasks and understand reasons behind changes, thus facilitating better decision-making going forward.
Acceptance Criteria: User is viewing the Progress Tracking Timeline and wants to review past updates of an action item to understand the history of changes made.

Given that the user accesses the Historical Updates Log for an action item, when they select the item, then the system should display a chronological list of all historical updates with timestamps and content changes.

A team member needs to check the reason for a delay in an action item and how it has progressed over time to assess whether the project is on track.

Given that the user clicks on an action item with a delay, when they view the Historical Updates Log, then the system should accurately reflect each update leading to the current status with clear timestamps and edit details.

A project manager is conducting a review meeting and wants to present the history of action items to the stakeholders to discuss past decisions made.

Given that the project manager is in the review meeting, when they present the Historical Updates Log, then the system should allow the manager to filter updates by date range and show relevant milestones along with impact explanations.

The project team has implemented changes to an action item and needs to ensure all team members are informed about past changes and can access them when necessary.

Given that the action item was edited, when any team member accesses the Historical Updates Log, then the log must show all changes made with timestamps visible for all users who have access to that action item.

A user is attempting to find specific historical updates regarding an action item to prepare for an upcoming team sync.

Given that the user searches for a specific term related to an action item in the Historical Updates Log, when they perform the search, then the system should return relevant historical entries that match the search term along with their timestamps.

A compliance officer needs to validate changes made to action items for audit readiness and accountability.

Given that the compliance officer requests a Historical Updates Log for auditing, when they review the log, then the system must ensure that all entries are unalterable and track any modifications made along with user names who made those changes.

Real-time Notifications

User Story: As a team member, I want to receive real-time notifications for updates on action items within the Progress Tracking Timeline so that I can stay informed and respond quickly to changes that affect my work.
Description: The Real-time Notifications requirement allows users to receive immediate updates regarding changes to action items on the Progress Tracking Timeline. Notifications should cover additions, modifications, and completions of tasks, ensuring that users are always informed of the latest project developments and can respond promptly. This feature enhances communication and coordination among team members, making the task management process more fluid and responsive, ultimately leading to more effective management of projects.
Acceptance Criteria: User receives a notification when a new action item is added to the Progress Tracking Timeline.

Given that a user is logged into MeetSync, when a new action item is added, then the user receives a real-time notification with details of the action item.

User is notified when an existing action item is modified in the Progress Tracking Timeline.

Given that a user is monitoring action items, when any action item is modified, then the user receives a real-time notification outlining the changes made.

User gets a notification upon the completion of an action item in the Progress Tracking Timeline.

Given that a user is tracking action items, when an action item is marked as completed, then the user receives a notification indicating its completion.

Users receive aggregated notifications for multiple changes made simultaneously to action items in the Progress Tracking Timeline.

Given that multiple action items are changed within a short timeframe, when these changes occur, then users receive a single aggregated notification listing all changes made.

User can opt-in or opt-out of receiving notifications about action items in the Progress Tracking Timeline.

Given that a user is in their account settings, when they choose to enable or disable notifications for action items, then the system should save this preference and adjust notifications accordingly.

User receives notifications in a timely manner to ensure prompt responses to action items.

Given that a notification is triggered for any action item change, when the notification is sent, then it should reach the user's device within 5 seconds of the event occurring.

Users have a way to view a history of notifications they have received regarding action items in the Progress Tracking Timeline.

Given that a user wants to review past notifications, when they access the notification history section, then they should see a chronological list of all action item notifications received.

Customizable Timeline Filters

User Story: As a project team member, I want to use customizable filters on the Progress Tracking Timeline so that I can better manage my tasks and focus on specific areas of the project without distraction.
Description: This requirement facilitates users to customize their view of the Progress Tracking Timeline by applying various filters such as date ranges, action item status, and responsible team members. This feature empowers users to focus on specific segments of their projects, greatly enhancing their ability to analyze and interpret data effectively. The ability to filter the timeline enables users to manage their workloads more efficiently and reduces clutter, ultimately promoting a more strategic approach to project oversight.
Acceptance Criteria: User applies date range filter on the Progress Tracking Timeline to view completed tasks for the past month.

Given the user has accessed the Progress Tracking Timeline, when they apply a date range filter from the last 30 days, then only action items completed within that timeframe should be displayed on the timeline.

User filters the Progress Tracking Timeline to display tasks by their current status (e.g., completed, in progress, overdue).

Given the user is viewing the Progress Tracking Timeline, when they select the 'completed' status filter, then only the action items marked as completed should be shown while all other statuses are hidden.

User filters the Progress Tracking Timeline by team member responsible for specific action items.

Given the user has opened the Progress Tracking Timeline, when they select a team member's name from the filter options, then only action items assigned to that team member should be visible on the timeline.

User combines multiple filters on the Progress Tracking Timeline to analyze specific tasks more effectively.

Given the user is on the Progress Tracking Timeline, when they apply a date range and select 'in progress' status simultaneously, then only tasks that are both in progress during that date range should appear.

User removes all filters from the Progress Tracking Timeline to view the complete data set.

Given the user has applied multiple filters to the Progress Tracking Timeline, when they choose to clear all filters, then all action items should be visible on the timeline, reflecting the original unfiltered state.

User saves their preferred filter settings for the Progress Tracking Timeline for future use.

Given the user has set specific filters on the Progress Tracking Timeline, when they save these filter settings, then the next time they access the timeline, the saved filters should automatically be applied.

User receives feedback on the Progress Tracking Timeline when no results are found after applying filters.

Given the user applies filters on the Progress Tracking Timeline that yield no results, then an informative message should be displayed indicating that no action items match the current filter criteria.

Collaborative Comments

Collaborative Comments allow team members to discuss and provide updates on specific action items within the tracker. By fostering real-time communication around tasks, this feature ensures that everyone is aligned, issues are addressed promptly, and collaboration is enhanced, ultimately driving successful completion of action items.

Requirements

Real-time Notification Alerts

User Story: As a team member, I want to receive real-time notifications for comments and updates on my action items so that I can respond promptly and keep the project moving forward.
Description: The Real-time Notification Alerts requirement entails the implementation of an instant notification system that informs team members of new comments, updates, or changes made to action items within the Collaborative Comments feature. This functionality ensures that users are immediately aware of discussions relevant to their tasks, fostering timely responses and engagement. These alerts will be customizable, allowing users to select their preferred method of notification (e.g., email, in-app alert) and frequency, which enhances user experience and ensures critical updates are not missed. By integrating this requirement into MeetSync, we facilitate improved communication and accelerate the resolution of action items, ultimately leading to more effective meeting outcomes.
Acceptance Criteria: User receives a real-time notification when a team member adds a new comment to an action item they are involved in.

Given a team member adds a comment to their assigned action item, when the comment is posted, then the assigned user should receive an instant notification via their selected method (email or in-app alert).

User is able to customize their notification preferences for action item updates within the Collaborative Comments feature.

Given a user accesses their notification settings, when they select their preferred notification method and frequency for updates, then those preferences should be saved and applied for all future action item changes.

A user should receive a notification when a comment is edited by another team member.

Given a user has a relevant action item, when a team member edits a comment on that action item, then the user should receive a notification indicating that the comment has been updated.

User can choose multiple notification types (e.g., email and in-app alert) for updates on action items.

Given a user is in the notification settings, when they select both email and in-app alert for notifications, then both types of notifications should be triggered for any updates on their action items.

User accesses the notification history to see previous updates related to action items.

Given a user has received notifications for action items, when they access the notification history, then they should be able to view all past notifications with timestamps and details of the related action items.

Comment Threading and Contextual Linking

User Story: As a team member, I want to have threaded conversations under each action item so that I can easily follow discussions and refer back to related comments or documents.
Description: The Comment Threading and Contextual Linking requirement is designed to enable users to create threaded discussions for each action item, allowing team members to post replies to specific comments. This functionality provides context to the discussions, making it easier to follow conversations regarding specific tasks. Additionally, contextual linking will allow users to link relevant documents or past comments directly within the thread, ensuring that all necessary information is available in one place. By implementing this feature, MeetSync will enhance collaboration, maintain clarity in discussions, and reduce the chances of miscommunication, ultimately leading to more successful outcomes in meetings and projects.
Acceptance Criteria: User initiates a threaded comment on an action item during a live project meeting, allowing team members to contribute to the discussion in real-time.

Given a user is logged into MeetSync, when they select an action item and click 'Add Comment', then they should be able to enter a comment and create a thread where other team members can reply.

Team member accesses a past comment thread to gather context on an action item that was discussed in a previous meeting.

Given a user is viewing the action item, when they click on the comment thread, then they should see all associated comments threaded properly with timestamps and contributor names.

User links a relevant document in the comment thread to provide additional context for the action item being discussed.

Given a user is inside a comment thread, when they select 'Link Document', then they should be able to attach a document from the cloud that becomes accessible to all participants in that thread.

Multiple team members use the comment threading feature to discuss an action item and receive notifications when replies are posted.

Given a user has commented on an action item, when another team member replies to that comment, then the original commenter should receive a notification indicating a reply has been made.

User attempts to post a comment in a thread that exceeds the character limit, ensuring proper error handling is in place.

Given a user is in a comment thread, when they input a comment that exceeds the designated character limit, then an error message should appear indicating the maximum character limit has been exceeded without posting the comment.

A user edits their comment within a thread to clarify their response to a team's discussion.

Given a user is able to edit their previous comment, when they select the edit option and modify the content, then the updated comment should be visible immediately with an indicator that it has been edited.

User tries to delete a comment in a thread but does not have the required permissions to do so.

Given a user does not have permission rights, when they attempt to delete a comment they posted earlier, then they should receive a message that informs them they do not have permission to delete the comment.

Comment Moderation Controls

User Story: As a project manager, I want to have moderation controls over comments so that I can ensure all discussions remain focused and respectful while highlighting essential insights.
Description: The Comment Moderation Controls requirement involves the integration of moderation features that empower designated users (like team leads or project managers) to manage comments within the Collaborative Comments system. Functions will include the ability to delete inappropriate comments, pin important discussions to the top of the thread, and mark comments as resolved. This moderation capability is essential for maintaining a respectful and productive environment, as well as ensuring that key discussions receive the visibility they deserve. This will enhance the overall quality of conversation within the platform and support seamless collaboration, leading to improved accountability and focus during meetings.
Acceptance Criteria: Moderation by Designated Users for Collaborative Comments

Given a designated user accesses the Collaborative Comments feature, When they delete a comment, Then that comment should no longer appear in the comment thread for all users.

Pinning Important Discussions

Given a designated user identifies a critical comment, When they pin the comment, Then it should move to the top of the comment thread and remain visible to all users until unpinned.

Marking Comments as Resolved

Given a designated user identifies a completed action item, When they mark the comment as resolved, Then the comment should be visually distinct (e.g., struck through) and categorized under a resolved section.

Notification of Deleted Comments

Given a designated user deletes a comment, When the comment is deleted, Then all other users in the thread should receive a notification indicating that the comment has been removed.

Access Control for Moderation Controls

Given a project with multiple team members, When a designated user attempts to moderate comments, Then only users with the 'moderator' role can perform moderation actions (delete, pin, resolve).

Audit Log for Moderation Actions

Given a designated user performs any moderation actions, When the action is completed, Then an audit log should be updated with details (user, action, timestamp).

User Feedback on Moderation Actions

Given a comment is moderated (deleted, pinned, resolved), When the action occurs, Then users should have the ability to provide feedback on the moderation decision via a feedback mechanism.

Integrated Action Item Tracking

User Story: As a team member, I want to turn comments into action items instantly so that I can ensure important discussions lead to actionable tasks without delay.
Description: The Integrated Action Item Tracking requirement calls for a seamless connection between Collaborative Comments and action items within the MeetSync platform. Users should be able to convert comments into action items with a single click, ensuring that important discussions translate into tasks promptly. This integration will allow users to directly assign action items based on the feedback provided in comments, set deadlines, and assign team members to those tasks. By implementing this feature, MeetSync would streamline task management and enhance accountability among team members, directly contributing to meeting effectiveness and follow-up.
Acceptance Criteria: User converts a comment into an action item during a meeting discussion.

Given that a user has made a comment on an action item, When the user clicks the 'Convert to Action Item' button, Then the comment should be transformed into a new action item with the same text, visible in the action item tracker.

User assigns team members to newly created action items from comments.

Given the newly created action item from a comment, When the user selects 'Assign to' from the action item options, Then the targeted team member should receive a notification and the action item should reflect the assigned user's name.

User sets deadlines for action items derived from comments.

Given an action item created from a comment, When the user inputs a deadline, Then the action item should display the deadline in the action item tracker and notify assigned users of the new deadline.

User reviews action items created from comments in a summary report.

Given that multiple action items have been created, When the user generates the summary report, Then all action items generated from comments should be included in the report with respective assignees and deadlines shown.

User marks an action item created from a comment as completed.

Given an action item derived from a comment, When the user marks the action item as completed, Then the item should be removed from the active action item list and recorded in the user’s history as completed.

User searches for specific comments that led to action items.

Given that comments have been converted to action items, When the user performs a search for keywords from those comments, Then all related action items should appear in the search results with hyperlinks to their original comments.

User-specific Comment Filtering

User Story: As a team member, I want to filter comments based on authors and keywords so that I can quickly access the discussions that are most relevant to my work.
Description: The User-specific Comment Filtering requirement involves the creation of advanced filtering options within the Collaborative Comments feature, allowing users to filter comments based on specific criteria, such as the author, date, or keywords. This functionality helps users quickly locate relevant discussions and reduces the time spent searching through lengthy comment threads. By enhancing the ability of users to find pertinent information, this feature improves efficiency and productivity, as users can focus on the comments that matter most to their tasks. The implementation of this requirement will directly contribute to a smoother user experience within MeetSync's platform.
Acceptance Criteria: Filtering Comments by Author

Given a user is viewing the Collaborative Comments section, when they select an author from the filtering options, then only comments made by that author should be displayed, ensuring no other comments appear in the view.

Filtering Comments by Date Range

Given a user is in the Collaborative Comments interface, when they set a date range in the filter options, then only comments posted within that specific date range should be shown, concentrating the view on the relevant timeframe.

Filtering Comments by Keywords

Given a user is accessing the Collaborative Comments feature, when they enter a keyword or phrase in the filtering search box, then only comments containing that keyword or phrase should be displayed in the results, facilitating targeted searches.

Multiple Filters Application

Given a user is in the Collaborative Comments section, when they apply multiple filters (author, date range, and keywords) simultaneously, then only comments that meet all selected criteria should be visible, allowing for precise information retrieval.

Clear All Filters Functionality

Given a user has applied one or more filters in the Collaborative Comments, when they click the 'Clear All Filters' button, then all filters should be removed, restoring the view to display all comments.

Filter Results Performance

Given a user has applied a filter in the Collaborative Comments, when they submit the filter, then the system should return the results within 3 seconds or less, ensuring efficient user experience.

Save Preferred Filters

Given a user regularly accesses the Collaborative Comments feature, when they save their preferred filters, then the next time they open the comments section, the saved filters should be automatically applied, enhancing usability.

Priority Assignment

Priority Assignment enables users to categorize action items based on their urgency and importance. By allowing teams to label items as high, medium, or low priority, this feature helps users focus their efforts where they matter most, ensuring that critical tasks are completed on time.

Requirements

Priority Labeling System

User Story: As a project manager, I want to categorize action items by priority so that my team can focus on the most critical tasks and improve our efficiency in meeting deadlines.
Description: The Priority Labeling System allows users to categorize their action items within MeetSync by assigning priority levels of high, medium, or low. This functionality effectively integrates with the overall task management capabilities of the platform, helping users to efficiently allocate their time and resources. The feature enhances user experience by providing a clear visual cue of task urgency, enabling teams to focus their efforts on high-priority items that must be addressed first. This clarity in task prioritization promotes accountability, ensures deadlines are met, and drives productivity by optimizing workflow within the meeting context.
Acceptance Criteria: User assigns a high priority label to an action item during a team meeting to ensure it is addressed promptly after the meeting.

Given a user has created an action item, When the user selects 'High' from the priority dropdown, Then the action item should display a high priority label and sync with the user's dashboard showing priority status.

A user reviews the list of action items after a meeting to identify what tasks need immediate attention based on priority levels.

Given a user views their action items list, When the user filters by 'High' priority, Then the list should only display action items labeled as high priority.

A team lead wants to follow up on priority-assigned tasks during the next meeting to ensure accountability.

Given a team lead has labeled action items with priority levels, When the team lead checks the action items in the meeting agenda, Then the high priority items should be prominently displayed, and users should be reminded of their assigned tasks.

A user edits an existing action item to change its priority level from medium to low after evaluating its urgency.

Given a user has an action item marked as medium priority, When the user selects 'Low' from the priority dropdown and saves the changes, Then the action item's priority label should update to low in the system.

Users of different departments need to categorize action items with consistent priority labels for interdepartmental collaboration.

Given that users from different departments are creating action items, When action items are labeled with high, medium, or low priority, Then all users should see an identical priority categorization without discrepancies.

A user wants to receive notifications for high-priority tasks assigned during meetings to stay updated.

Given a user has action items marked as high priority, When a new meeting concludes that includes high priority tasks, Then the user should receive a notification highlighting those tasks.

A project manager is analyzing completed tasks to determine if high priority items were completed on time.

Given a project manager reviews the completed tasks report, When filtering for completed high priority tasks, Then the report should accurately reflect the completion status and timing of those items.

Automatic Priority Recommendations

User Story: As a team member, I want the system to automatically suggest priority levels for my action items so that I can save time and ensure I’m focusing on the right tasks without needing to manually assess each item.
Description: This requirement involves the implementation of an algorithm that analyzes past action items and meeting discussions to suggest priority levels for new action items. By leveraging historical data and user-defined criteria, the system can automatically assign high, medium, or low priority to action items based on predictive analytics. This feature saves users time and reduces cognitive load, allowing them to concentrate on strategic aspects of their projects rather than manual categorization. The integration of machine learning capabilities enhances the adaptability of the feature, making it more valuable as more data is collected over time.
Acceptance Criteria: As a user, I want to receive automatic priority recommendations for new action items based on previous meeting discussions, so that I can focus on the most urgent and important tasks.

Given that I have already assigned priority levels to historical action items, when I create a new action item, then the system should recommend a priority level (high, medium, low) based on the analysis of past data.

As a project manager, I need to see how the priority recommendations adapt over time, so I can trust that the suggestions reflect current team dynamics and project needs.

Given that the machine learning algorithm is learning from user interactions, when I review the recommended priority levels after several meetings, then the recommendations should show improved accuracy in relation to my team's past decisions over the last month.

As a team member, I want to adjust the automatically assigned priority of an action item, so that I can ensure it aligns with my insights from the meeting.

Given an action item with an automatically assigned priority, when I manually adjust the priority label, then the system should save this adjustment and remember it for future recommendations for similar action items.

As a user, I want to compare the system's recommendations with my own prioritization to understand any discrepancies, so that I can provide feedback for improvement.

Given that I have a list of action items with assigned priorities, when I view the comparison dashboard, then I should see a list of discrepancies between my manual assignments and the system's recommendations along with feedback options.

As a user, I want to ensure that the priority recommendations are based on consistent criteria, so that I can trust their relevance during the action item assignment process.

Given a set of defined user criteria for priority levels, when the system assigns priorities to action items, then those priorities should adhere to the established criteria and be documented for transparency.

As a team leader, I want the system to generate a report detailing how many recommendations it provided versus how many were accepted, so that I can evaluate its effectiveness.

Given a reporting period, when I generate a usage report, then I should see metrics showing the total number of priority recommendations made and how many of those were accepted by users, along with the acceptance rate.

Priority Filtering in Action Item View

User Story: As a meeting participant, I want to filter my action items by priority so that I can quickly identify and focus on the tasks that are most urgent and important for my role.
Description: The Priority Filtering feature enables users to sort and filter their action items based on the assigned priority levels. Users can easily toggle between displaying all action items or filtering down to only high-priority tasks, facilitating a more focused approach to task management. This capability enhances the overall usability of MeetSync, allowing users to quickly view and address the most urgent tasks and streamlining their workflow. It also encourages better time management and prioritization strategies among team members, as they can modify views based on immediate needs.
Acceptance Criteria: User wants to view only high-priority action items to focus on the most urgent tasks during a team meeting.

Given the user is logged into MeetSync, When the user selects the 'High Priority' filter on the action items view, Then only action items labeled as high priority should be displayed, and all other items should be hidden.

A project manager needs to review all action items of varying priorities to allocate tasks effectively among team members.

Given the user is logged into MeetSync, When the user selects the 'All Items' filter on the action items view, Then all action items, regardless of their priority level, should be displayed in the list.

A user wants to switch back to viewing all action items after initially filtering by high priority to ensure nothing is missed.

Given the user has filtered action items to show only high priority, When the user selects the 'All Items' option, Then the action items view should reset to display all action items before the filter was applied.

A team is collaborating on an urgent task and needs quick access to all the high-priority items related to that task.

Given the user is on the action items screen, When the user selects the 'High Priority' filter, Then the number of items displayed should be less than or equal to the total number of action items, ensuring that filtering correctly reduces the displayed list.

A user is reviewing the action items list to ensure that prioritized tasks are appropriately categorized before a project deadline.

Given the user has action items with varying priority levels, When the user filters action items by priority, Then the corresponding priority labels (High, Medium, Low) should be clearly indicated next to each action item to confirm accurate categorization.

A team lead wants to assess the workload based solely on high-priority tasks before a critical deadline.

Given the user is viewing the action items, When the user filters for high-priority tasks, Then the total count of displayed items should match the count of items labeled as high priority in the system, ensuring that all high-priority items are accounted for.

A user accidentally filters action items to show only high-priority items and wants to return to see all tasks.

Given the user has filtered the action items view, When the user clicks on 'Clear Filters', Then the action items view should display all items without any applied filters, restoring the original view.

Priority Notification Alerts

User Story: As a user, I want to receive alerts for my high-priority tasks as their deadlines approach so that I can manage my time effectively and ensure that I meet all critical commitments.
Description: Priority Notification Alerts are designed to keep users informed about approaching deadlines on high-priority action items. The feature sends automatic notifications to users when deadlines are near, thus preventing delays on critical tasks. By integrating with users' calendars and notification preferences, this functionality ensures that users receive timely reminders that align with their workflow. This feature strengthens accountability and supports proactive task management, thus reducing the risk of oversight on key responsibilities within the broader context of meeting outcomes and follow-up actions.
Acceptance Criteria: User receives reminders when a high-priority action item deadline is approaching.

Given a high-priority action item with a deadline set for tomorrow, when the reminder time (1 day before) is reached, then the user receives a notification via their preferred method (email, in-app, or SMS).

User can customize notification preferences for priority alerts.

Given user access to the settings page, when the user updates their notification preferences for priority alerts, then the system saves the preferences and uses them for future notifications without defaulting back to the original settings.

User views a list of impending high-priority action items within the app.

Given that there are high-priority action items with approaching deadlines, when the user navigates to the action items dashboard, then the user sees a clearly organized list of high-priority items, sorted by upcoming deadline. The list should display the item description, due date, and priority label.

User accesses historical notification logs for priority alerts.

Given a logged-in user, when the user requests to view their historical notification logs, then the system displays all notifications sent for high-priority deadlines for the past 30 days, including timestamps and action item details.

System integrates with user calendars to reflect action item deadlines.

Given that a user has connected their calendar, when a high-priority action item deadline is created, then the corresponding event is automatically added to the user's calendar with a reminder set for the specified time.

User receives notifications for newly added high-priority items.

Given that a high-priority action item is added to the system, when the item is saved, then all users following that agenda receive an immediate notification of the new item, regardless of their current activity in the system.

Action Item Analytics

Action Item Analytics offers insights into task completion rates, accountability patterns, and user involvement with action items. This feature empowers managers and decision-makers to assess team productivity over time, identify bottlenecks, and streamline workflows based on meaningful data.

Requirements

Task Completion Dashboard

User Story: As a project manager, I want to view a dashboard of action item completions so that I can easily monitor team performance and address any bottlenecks.
Description: The Task Completion Dashboard is designed to provide users with a visual representation of action item progress and completion rates over time. By illustrating performance trends, users can quickly identify which tasks are consistently completed on time and which are lagging. This feature integrates with the existing action item functionality within MeetSync, allowing for seamless data aggregation from past meetings. The dashboard will benefit managers and team leads by enabling them to make data-driven decisions regarding resource allocation and follow-up actions, ultimately improving overall team productivity.
Acceptance Criteria: As a team manager, I want to view the Task Completion Dashboard after every meeting to monitor the completion rates of action items so that I can assess my team's productivity and identify any outstanding tasks that need follow-up.

Given the dashboard is loaded when I select the 'Task Completion' option, when I view the displayed action items, then I should see a graphical representation of task completion rates over time with percentage indicators for each task.

As a user, I need to filter the Task Completion Dashboard by date range to analyze specific time frames and understand productivity trends better.

Given I am on the Task Completion Dashboard, when I select a date range using the date picker, then the dashboard should update to display only the action items completed within that selected date range.

As a team lead, I want to ensure the Task Completion Dashboard aggregates data from all past meetings correctly to ensure accurate performance tracking and trends.

Given action items from past meetings are recorded in the MeetSync system, when I access the Task Completion Dashboard, then all action items should be accurately represented regardless of which meeting they originated from.

As a project manager, I want to receive visual alerts for overdue tasks directly on the Task Completion Dashboard to prioritize my follow-up actions effectively.

Given the Task Completion Dashboard is displayed, when there are overdue action items, then these should be highlighted in red with a clear indication of how many days past due they are.

As a user, I want the ability to export the Task Completion Dashboard data to CSV format so that I can share progress reports with external stakeholders.

Given I am viewing the Task Completion Dashboard, when I select the 'Export' button, then the action item data should be downloaded as a CSV file that retains the structure of the dashboard.

As a team member, I want to compare my individual task completion rates against the team average to identify personal productivity improvements.

Given I am on the Task Completion Dashboard, when I enable the feature to compare individual performance, then I should see my personal completion rate alongside the overall team average represented graphically.

Accountability Trends Analysis

User Story: As a team leader, I want to see accountability trends for my team members so that I can better understand their engagement and level of responsibility regarding action items.
Description: The Accountability Trends Analysis feature enables users to track individual and team accountability levels concerning action items over various time frames. It will analyze which team members are most accountable for completing assigned tasks, evaluate patterns in performance, and aid managers in offering support where needed. This analysis can serve as a tool for performance reviews and ensure that responsibilities are clear within the team. It will be integrated into the user profile section of MeetSync, allowing for easy access and analysis by team leads.
Acceptance Criteria: Analyzing Accountability Trends Over a Month

Given a user accesses the Accountability Trends Analysis section, When the user selects a time frame of 30 days, Then the system displays a detailed report of individual and team accountability levels for action items completed during the month.

Visual Representation of Accountability Patterns

Given the user is on the Accountability Trends Analysis dashboard, When they choose to view patterns graphically, Then the system generates a bar chart displaying completion rates per team member over the selected time frame.

Exporting Accountability Data for Review

Given the user views the accountability trends report, When the user clicks the 'Export' button, Then the system exports the analysis data in CSV format without errors.

Identifying Top Performers in Task Completion

Given a manager accesses the Accountability Trends Analysis, When they filter by 'Top Performers', Then the system lists the top three team members based on the highest completion rates of assigned action items for the selected time frame.

Accessing Accountability Analysis from User Profile

Given a user is logged into their MeetSync account, When they navigate to their profile, Then they should see a link to access the Accountability Trends Analysis feature, which opens without errors.

Real-time Updates of Accountability Reports

Given the accountability trends report is generated, When a new action item is marked as complete, Then the system updates the report in real-time to reflect the latest data.

User Engagement Metrics

User Story: As an administrator, I want to track user engagement with action items so that I can identify training opportunities and improve overall platform adoption.
Description: User Engagement Metrics will provide insights into how often team members interact with action items within the MeetSync platform. This feature will track user activity related to creating, updating, and responding to action items, allowing for an assessment of overall platform utilization. Understanding engagement levels will help in identifying users who may require additional training or resources, thus enhancing the team's effectiveness in managing tasks. This metric will be shown in administrative reports to support data-driven leadership decisions.
Acceptance Criteria: User EngagementMetrics Integration in Admin Dashboard

Given a user with admin access, when they access the user engagement metrics section of the dashboard, then they should see a summary of action item interactions for all team members, including the number of action items created, updated, and completed per user in the last 30 days.

Filtering User Engagement Data

Given an admin user on the metrics dashboard, when they apply filters for specific time frames (e.g., last week, last month) and user roles (e.g., manager, team member), then the engagement metrics displayed should reflect only the data relevant to the applied filters.

Notification for Low Engagement

Given a team member whose action item engagement is below the defined threshold (e.g., creating or updating less than 3 action items per week), when the week concludes, they should receive an automatic notification encouraging them to engage more with action items and offering available resources for assistance.

Report Generation for Team Engagement

Given an admin user, when they request a report on team engagement with action items, then a downloadable report should be generated that includes metrics such as total action items created, average updates per user, and completion rates over a specified time period.

Visual Analytics Display for User Engagement

Given a user viewing the engagement metrics, when they select to view visual analytics, then they should see graphs and charts representing the action item interaction data, such as the number of actions taken versus the number of actions assigned over the past month.

User Access Logs for Engagement Metrics

Given an admin user, when they navigate to the user engagement section, then they should have access to logs showing which users have engaged with action items, providing timestamps and actions taken for accountability purposes.

Feedback Collection on Metrics Usage

Given an admin user, when they analyze user engagement metrics, they should have the option to collect feedback from team members regarding the usefulness of the metrics in enhancing their productivity and task management.

Bottleneck Identification Alerts

User Story: As a project manager, I want to receive alerts for action items that are falling behind schedule so that I can intervene promptly and keep the project on track.
Description: Bottleneck Identification Alerts will notify managers when specific action items are falling behind their expected completion timelines or if certain team members have not updated their progress within a specified timeframe. This proactive approach empowers leaders to swiftly address potential delays in workflows before they escalate into larger issues. This feature is critical for ensuring team members remain accountable and for maintaining project momentum. Alerts can be integrated with email notifications or in-app messages to keep managers informed in real-time.
Acceptance Criteria: Alert Generation for Overdue Action Items

Given an action item is overdue, when the completion deadline has passed without updates, then a notification alert is sent to assigned manager via email and in-app messages.

Team Member Progress Check Alerts

Given a team member has not updated their progress on assigned action items within the specified timeframe, when the time limit is reached, then an alert is triggered to remind the team member and notify the manager.

Bottleneck Identification for Project Phases

Given multiple action items are pending and not updated, when the completion date of these items is close, then a comprehensive alert report is generated for the manager indicating potential bottlenecks with actionable insights.

Frequency of Alerts Customization

Given a manager wants different alert settings, when the manager customizes the notification frequency for different action items, then alerts should reflect the updated settings for overdue and pending items.

Integration with Calendar Reminders

Given a manager has integrated MeetSync with their primary calendar, when an action item is approaching its deadline, then a reminder is sent through the calendar system before the action item is due.

Historical Alert Tracking

Given that managers are evaluating past performance, when they access the Alert History dashboard, then they should be able to view a log of all generated alerts over a specified timeframe with filter options.

Custom Reporting Tools

User Story: As a team member, I want to create custom reports of action items so that I can analyze data in a way that fits my specific needs and presentations.
Description: Custom Reporting Tools will allow users to generate tailored reports on action item metrics based on a variety of filters, such as date ranges, responsible individuals, or meeting topics. These reports can provide insights for strategizing future meetings and improving team dynamics. Users will have the ability to export these reports in various formats for presentation purposes. This feature aims to enrich the user experience by providing flexibility and customization in how data is viewed and processed, thereby supporting informed decision-making.
Acceptance Criteria: As a project manager, I want to generate a report that shows action item completion rates for the last quarter so that I can identify trends and areas for improvement in my team's performance.

Given that I have access to the Custom Reporting Tools, when I select the date range to cover the last quarter and include the completion rates filter, then the generated report should display accurate metrics reflecting task completion rates for that period.

As a team member, I want to filter action item reports by responsible individual to assess accountability within the team, so I can prepare for an upcoming performance review.

Given that I have chosen the Custom Reporting Tools, when I apply the filter for a specific individual, then the report should only show action items assigned to that individual, along with their completion status.

As a manager, I want to export action item reports in PDF format for presentation in a quarterly meeting, ensuring the data I present is clear and professional.

Given that I have generated a report with the desired filters applied, when I select the export option and choose PDF format, then the exported document should maintain the report's formatting and contain all relevant data accurately.

As a team leader, I want to create a monthly report that details the action items discussed in team meetings so that I can track accountability and follow-up actions.

Given that I have access to the Custom Reporting Tools, when I set the meeting topic filter for the past month and generate the report, then the report must list all action items along with their assignees and deadlines for that period.

As an operations manager, I want to use the Custom Reporting Tools to visualize data trends over time regarding action item completion, to help inform strategic decisions at the executive level.

Given that I have selected the Custom Reporting Tools, when I choose to visualize completion trends over the last six months using built-in graphs, then the data must accurately represent action item completion rates in a clear visual format.

As a data analyst, I want to generate reports for specific meeting topics to evaluate participant engagement and action item responsibility during those meetings.

Given that I have the ability to generate reports, when I filter by meeting topic, the resultant report should include details of all action items discussed, their assignees, and their completion statuses relevant to that topic.

Integration with External Tools

Integration with External Tools allows users to synchronize action items with platforms such as task management apps and calendars. This feature ensures that action items created in MeetSync are seamlessly incorporated into users' existing workflows, promoting adherence and tracking beyond the MeetSync platform.

Requirements

Task Sync Integration

User Story: As a project manager, I want to synchronize my meeting action items with my task management tool so that I can ensure follow-up actions are tracked and completed within their respective projects.
Description: The Task Sync Integration requirement facilitates users' ability to connect MeetSync with various task management applications such as Trello, Asana, or Jira. This integration allows action items generated during meetings to be directly exported to these platforms, ensuring that tasks are not only recorded but also actionable in the context of ongoing projects. By bridging the gap between meeting outcomes and task execution, this requirement enhances overall productivity and accountability, as users can track their follow-up actions seamlessly within their preferred workflows. Furthermore, it provides reminders and updates about task progress, creating a comprehensive environment for task management directly linked to meeting insights.
Acceptance Criteria: User initiates a meeting in MeetSync and assigns action items during the meeting to team members.

Given the action items are assigned during the meeting, When the meeting ends, Then action items should be automatically exported to the integrated task management platform (e.g., Trello, Asana) with the correct assignee and due date.

User connects MeetSync to Trello and imports action items from a completed meeting.

Given the user has completed a meeting with assigned action items, When the user selects the sync option for Trello, Then all action items from that meeting should appear in the user's Trello board with all relevant details (description, due date, and priority).

User receives reminders for action items synced to a task management application over the next week following the meeting.

Given action items are synced to an external task management application, When the set due date approaches (e.g., 3 days prior), Then the user should receive reminders via the task management application and email about pending due dates for those action items.

A user edits an action item in Trello after it has been synced from MeetSync.

Given an action item was synced from MeetSync to Trello, When the user edits the action item in Trello, Then the changes should be reflected back in MeetSync to ensure data consistency.

User wants to view the status of action items during a follow-up meeting.

Given the user accesses MeetSync for the follow-up meeting, When they request the status of action items, Then a summary report should be displayed showing completed, in-progress, and overdue items along with their respective sources (Trello, Asana, etc.).

A team member accidentally deletes an action item in Trello that was synced from MeetSync.

Given a user has deleted an action item in Trello, When the user re-syncs with MeetSync, Then the deleted action item should be restored in Trello from the last synced version in MeetSync.

The user attempts to connect MeetSync to multiple task management applications simultaneously.

Given the user is in the integration settings of MeetSync, When they attempt to connect additional task management platforms beyond the allowed limit, Then the system should display an error message indicating the limit on active connections.

Calendar Integration Enhancement

User Story: As a user, I want my meeting agendas and action items to automatically populate my calendar so that I can stay organized and ensure I don’t miss important deadlines.
Description: The Calendar Integration Enhancement requirement aims to improve the existing integration between MeetSync and various calendar platforms like Google Calendar, Outlook, and Apple Calendar. This enhancement will allow users to automatically populate their calendars with meeting agendas, action items, and follow-up deadlines, ensuring that relevant information is always accessible. It will also include features like recurring meeting setups and customizable notifications, thereby allowing users to better manage their time and stay organized. By providing a more cohesive experience, this requirement ensures that meetings remain a significant part of the user's scheduling strategy, culminatively leading to higher engagement and better time management.
Acceptance Criteria: User schedules a meeting in MeetSync and expects the meeting agenda to automatically populate their Google Calendar with additional details such as action items and deadlines.

Given a meeting is created in MeetSync, when the user syncs their Google Calendar, then the meeting agenda should be visible in the user's Google Calendar including all action items and follow-up deadlines.

A user wants to set up a recurring team meeting in MeetSync and ensures that all meeting instances are reflected appropriately in their Outlook Calendar.

Given a recurring meeting is scheduled in MeetSync, when the user selects the option to sync with Outlook Calendar, then all instances of the meeting should appear in the user's Outlook Calendar with matching details.

A user wants to receive customized notifications for their action items in Apple Calendar after a meeting concludes in MeetSync.

Given action items are created in MeetSync following a meeting, when the user configures notifications, then they should receive timely reminders on their Apple Calendar according to their customized settings.

An administrator wants to ensure that all users can sync their calendars within the MeetSync platform without manual intervention.

Given a user has connected their calendar account to MeetSync, when they create or update a meeting, then their calendar should automatically update every time without requiring additional manual syncing steps.

A user needs to verify that all actions discussed in a meeting are correctly synced to their task management app from MeetSync.

Given action items are assigned during a meeting in MeetSync, when the user checks their connected task management app, then all items should be available with the correct due dates and details as per the meeting notes.

A user wants to customize the integration settings for their calendar to filter what data gets shared with external platforms from MeetSync.

Given the user navigates to integration settings in MeetSync, when they customize which meeting information is shared, then only the selected data should sync with the external calendar, and unselected data should not be shared.

Data Export and Reporting

User Story: As a team lead, I want to export meeting notes and action items into a report format so that I can share them with my stakeholders for better transparency and follow-up.
Description: The Data Export and Reporting requirement will enable users to export their meeting data, including notes, action items, and attendance records, into easily readable formats such as CSV or PDF. This feature will support users in creating comprehensive reports for stakeholders and maintaining records of discussions and decisions made during meetings. By facilitating easy data access and reporting capabilities, this requirement not only streamlines post-meeting evaluations but also enhances transparency within teams. Users can choose specific date ranges and types of data they want to export, making this feature flexible and tailored to individual needs.
Acceptance Criteria: User exports meeting data including notes, action items, and attendance records for a selected date range to create a report for stakeholders.

Given the user is on the meeting summary page, when the user selects the export option and sets specific date ranges and data types, then the user should receive a downloadable CSV or PDF file containing the selected data.

User selects specific data types (notes, action items, attendance) to include in the export while preparing a report after a meeting.

Given the user is on the data export selection screen, when the user checks the boxes for notes, action items, and attendance, then only the checked items should be included in the exported file.

User accesses the exported meeting data file to ensure it is readable and formatted correctly.

Given the user has exported meeting data to a CSV or PDF file, when the user opens the file, then the data should be presented in a clear and organized manner, with appropriate headings for each section.

User intends to export data that spans multiple meetings to evaluate long-term project progress.

Given the user is on the export page, when the user selects a date range that encompasses multiple meetings and chooses to export, then the resulting file should contain records of all meetings within the specified range.

User needs to generate a report with a summary of action items from the past month for a team meeting.

Given the user selects the past month as the date range and the action items data type, when the export process is initiated, then the exported file should contain only action items assigned in the past month.

User wants to analyze the attendance records of their meetings for a specific project.

Given the user has selected attendance as the data type and specified the project-related date range, when the export completes, then the exported file should include only attendance records relevant to the specified project meetings.

User desires to review the exported data file to ensure it includes all necessary information for stakeholders.

Given the user exports data and subsequently reviews the file, when the user checks for completeness, then the file should accurately reflect all selected data types and date range specified during the export process.

Automated Follow-Up Reminders

User Story: As a user, I want to receive automated reminders for my action items after meetings so that I can ensure I complete tasks on time and improve my productivity.
Description: The Automated Follow-Up Reminders requirement enables the platform to send automatic reminders to users about pending action items and deadlines from their meetings. This feature will leverage AI algorithms to determine appropriate reminder timings based on user preferences and task urgency. Users can customize the frequency and mode of reminders (e.g., via email or in-app notifications), thereby improving the likelihood of task completion. By ensuring users receive timely prompts, this requirement promotes accountability and aids in the effective completion of follow-up actions resulting from meetings.
Acceptance Criteria: Sending reminders for an action item due in 3 days.

Given a user has an action item due in 3 days, when the system processes scheduled reminders, then it should send an email reminder and an in-app notification to the user 24 hours before the due date.

User customizes reminder settings for action items.

Given a user accesses the settings for follow-up reminders, when they select a frequency of reminders as 'Daily' and a mode as 'In-App Notification', then the system should save these preferences and apply them to future reminders for action items.

AI determines the urgency of action items based on historical user behavior.

Given a user has a pending action item, when the AI analyzes the user’s past completion times for similar tasks, then it should categorize the action item as 'High', 'Medium', or 'Low' urgency, and send reminders accordingly, starting with high urgency one day prior to due date.

User wants reminders delivered via SMS instead of email.

Given a user sets their reminder delivery method to 'SMS', when an action item is created, then the system should start sending reminder notifications via SMS as set by the user.

System handles simultaneous pending action items with different due dates.

Given a user has multiple pending action items with different due dates, when the time to send reminders arrives, then the system should send reminders for all items, ensuring each reminder reflects the respective due date of each action item.

User receives a reminder for a completed action item that should not trigger notifications.

Given a user marks an action item as completed, when the reminder schedule for that item reaches its notification time, then the system should skip sending the reminder for that completed action item.

AI-Driven Insights for Action Prioritization

User Story: As a team member, I want the system to suggest priority ratings for my action items based on project needs so that I can focus on the most critical tasks first.
Description: The AI-Driven Insights for Action Prioritization requirement introduces an intelligent system that analyzes meeting discussions and identifies which action items should be prioritized based on project deadlines, stakeholder importance, and interdependencies. This feature will help users make better-informed decisions about which tasks to address first, facilitating more effective project management. By utilizing natural language processing, the system will continuously learn from user interactions, refining its suggestions over time and becoming a more valuable tool. This requirement elevates meeting effectiveness by ensuring focus on the most impactful tasks post-meeting.
Acceptance Criteria: User accesses a meeting summary in MeetSync and requests AI-driven insights on action items during the post-meeting review.

Given the user has completed a meeting in MeetSync, when they select the option for AI-driven insights, then the system retrieves and displays a prioritized list of action items based on deadlines and stakeholder importance.

A user adjusts the priority of an action item in the AI-driven insights feature based on new project information during a follow-up meeting.

Given the user has access to the action item list, when the user modifies the priority of an action item, then the system should re-evaluate and update the prioritization of that item using the latest project data.

The user integrates MeetSync with an external task management tool and synchronizes prioritized action items post-meeting.

Given the user has authenticated their external task management tool, when the user selects synchronization option for action items, then the system should successfully transfer the prioritized action items to the external platform with no errors.

A user receives notifications about urgent action items retrieved by the AI after the meeting concludes.

Given the meeting has ended, when the AI-driven insights identifies action items with approaching deadlines, then the user should receive a notification highlighting these urgent tasks.

Users frequently interact with the AI system, and it shows improvement in prioritization over time.

Given that users regularly use the AI-driven insights feature, when analyzed after a defined period, then the system's prioritization accuracy should improve by at least 15% according to user feedback.

During a meeting, users discuss action items requiring attention and seek prioritization based on interdependencies and deadlines.

Given users are discussing multiple action items during the meeting, when they request prioritization from the AI, then the system should provide a ranked list of actions considering interdependencies and deadlines within 3 seconds.

Instant Feedback Survey

This feature deploys a quick, user-friendly survey immediately after each meeting, allowing attendees to share their thoughts and experiences while the session is still fresh in their minds. By gathering real-time insights, it encourages honest and actionable feedback, enabling meeting organizers to address concerns and enhance future sessions.

Requirements

Real-time Survey Deployment

User Story: As a meeting organizer, I want to send a quick feedback survey immediately after each meeting so that I can gather real-time insights and make necessary adjustments to future sessions based on attendee feedback.
Description: This requirement encompasses the functionality for deploying an immediate feedback survey to all attendees right after every meeting concludes. The survey should be simple to access and filled out, allowing users to provide their thoughts while the meeting is still fresh in their minds. Integration with the existing MeetSync platform will ensure that the survey is automatically triggered at the end of each session. The benefits include capturing timely and honest feedback, which can be used to identify areas of improvement for future meetings and help organize more effective sessions moving forward, thereby enhancing user satisfaction and engagement with the platform.
Acceptance Criteria: After a scheduled team meeting in MeetSync ends, an immediate feedback survey is launched for all participants.

Given a meeting has concluded, when the meeting ends, then all attendees should receive an email notification with a link to the feedback survey within 2 minutes.

Attendees complete the feedback survey on their mobile devices immediately after the meeting.

Given that the feedback survey is accessible via a mobile device, when an attendee clicks the survey link, then the survey should load within 3 seconds and be fully responsive on screens of all sizes.

Meeting organizers review the survey responses after the meeting has ended.

Given the feedback survey results are collected, when the organizer accesses the feedback report, then the report should display overall satisfaction ratings and at least three qualitative comments from attendees within 15 minutes post-meeting.

Users provide feedback without issues or confusion during the survey process.

Given that a user is filling out the feedback survey, when they reach question 4, then the survey should allow them to navigate back to question 3 without losing their previously entered responses.

Survey feedback is analyzed to identify common themes in user experience.

Given that at least ten feedback surveys are collected, when the meeting organizer generates a feedback summary report, then common themes should be highlighted in the report along with suggestions for next steps to improve future meetings.

Automated triggers ensure the feedback survey is consistently sent after meetings.

Given that the system is set up correctly, when a meeting ends, then the feedback survey should be automatically deployed to all attendees without any manual intervention required.

Users find the survey engaging and relevant to their meeting experience.

Given that attendees complete the survey, when analyzing completion rates, then at least 85% of attendees should provide feedback on the survey to indicate engagement.

Customizable Survey Templates

User Story: As a meeting organizer, I want to create customizable survey templates so that I can tailor questions to gather relevant feedback based on the specific content of each meeting.
Description: This requirement is aimed at the development of customizable templates for the post-meeting surveys. Organizers should have the ability to create and modify survey questions based on specific meeting content and objectives. This enhancement would allow organizations to gather relevant and tailored feedback that directly addresses their needs, leading to more actionable insights and a better understanding of participant experiences. Templates will be saved for future use, making the survey deployment process more efficient and consistent across different meetings.
Acceptance Criteria: Organizers can create a new survey template tailored to a quarterly business review meeting.

Given an organizer accesses the survey management interface, when they select 'Create New Template', then they should be able to add, edit, or remove questions and save the template for future use.

A meeting organizer modifies an existing survey template based on feedback from the last session.

Given an existing survey template is retrieved by the organizer, when they change at least one question and save the template, then the updated template should reflect these changes upon the next retrieval.

All meeting participants receive a post-meeting survey immediately after the meeting concludes.

Given the meeting has ended, when the system sends out the survey link to all participants, then each participant should receive the survey via email within 5 minutes of the meeting's end.

The organizer reviews survey results from a previous meeting.

Given a survey was deployed and responses were collected, when the organizer views the survey results dashboard, then the dashboard should display a summary of the feedback including average ratings and qualitative comments for each question.

An administrator reviews the options available for question types in a new survey template.

Given the survey template interface is open, when an administrator views the question type selection area, then they should see at least five different question formats (e.g., multiple choice, open-ended, rating scale, etc.).

The system allows saving a survey template for later use when completed.

Given the organizer has finished modifying the survey template, when they click 'Save Template', then the system should confirm the success of the operation and the template should be retrievable in the list of saved templates.

An organizer uses a template to deploy a survey immediately after a meeting.

Given an approved survey template is selected, when the organizer launches the survey after the meeting, then the survey should be sent out automatically to all registered participants of that meeting as per the specified delivery method.

Survey Analytics Dashboard

User Story: As a meeting organizer, I want to view an analytics dashboard that summarizes survey feedback so that I can easily analyze the data and identify areas for improvement in future meetings.
Description: This requirement focuses on developing an analytics dashboard that summarizes and visualizes the feedback collected from post-meeting surveys. The dashboard will provide insights such as overall satisfaction ratings, common themes from responses, and trends over time. By visually representing this data, meeting organizers can easily identify strengths and areas needing improvement, thus enhancing the quality of future meetings. This feature will integrate seamlessly with the existing MeetSync platform, allowing for smooth navigation and access to important metrics.
Acceptance Criteria: Survey Analytics Dashboard shows overall satisfaction ratings from post-meeting surveys.

Given a completed meeting with feedback collected, When the meeting organizer accesses the Survey Analytics Dashboard, Then the dashboard should display the overall satisfaction rating as a percentage.

Survey Analytics Dashboard displays common themes from survey responses.

Given multiple survey responses collected, When the meeting organizer views the Survey Analytics Dashboard, Then the dashboard should show a list of common themes or keywords derived from the responses.

Survey Analytics Dashboard visualizes trends over time for satisfaction ratings.

Given historical feedback data, When the meeting organizer accesses the trends section of the Survey Analytics Dashboard, Then the dashboard should present a line chart graphing satisfaction ratings over a selected time period.

Survey Analytics Dashboard integrates seamlessly with the existing MeetSync platform.

Given the user is logged into the MeetSync platform, When they navigate to the Survey Analytics Dashboard, Then they should not experience any navigation errors and it should load within three seconds.

Survey Analytics Dashboard enables filtering feedback by meeting type.

Given a list of meeting types available in the organization, When a meeting organizer uses the filter option on the Survey Analytics Dashboard, Then they should be able to view feedback specific to a selected meeting type.

Survey Analytics Dashboard provides actionable insights derived from qualitative feedback.

Given qualitative feedback collected from surveys, When the meeting organizer accesses the insights section of the Survey Analytics Dashboard, Then the dashboard should provide at least three actionable recommendations based on the feedback.

Anonymous Feedback Option

User Story: As a meeting attendee, I want the option to provide feedback anonymously so that I can share my thoughts freely without any concerns about identification.
Description: This requirement involves including an option for attendees to submit their feedback anonymously in the surveys deployed post-meeting. Providing the choice for anonymity encourages participants to share candid thoughts without fear of repercussions, ultimately leading to more honest and constructive feedback. This feature should be easily accessible in the survey interface and clearly communicated to users, promoting a culture of openness and continuous improvement within the organization.
Acceptance Criteria: Anonymous Feedback Submission for Meeting Participants

Given that an attendee has participated in a meeting, when they complete the post-meeting survey, then they should see an option to submit their feedback anonymously.

Clear Communication of Anonymity Option

Given that attendees receive the post-meeting survey, when they view the survey instructions, then the anonymity option should be clearly stated within the first two sentences.

Effective Anonymity Feedback Collection

Given that the anonymity option is selected by an attendee, when the feedback is submitted, then the response should be recorded without any identifying information linked to the participant.

User Interface for Anonymity Selection

Given that the attendee is filling out the survey, when they reach the anonymity option, then it should consist of a checkbox stating 'Submit anonymously' that is easy to understand and accessible.

Post-Submission Confirmation of Anonymity

Given that an attendee has submitted their feedback anonymously, when they complete the survey, then they should receive a confirmation message indicating their feedback was submitted anonymously.

Integration with Other Tools

User Story: As a meeting organizer, I want to integrate feedback surveys with other productivity tools so that I can streamline the process of collecting feedback and enhance response rates from attendees.
Description: This requirement entails the integration of the Instant Feedback Survey feature with other productivity tools and platforms, such as Slack, Microsoft Teams, or email. This integration will allow meeting organizers to send out surveys more efficiently and also receive notifications when feedback is submitted. By allowing survey deployment through various channels, it increases the likelihood of attendee responses and enhances the engagement level of the feedback process, ultimately providing richer data for analysis.
Acceptance Criteria: Integration of Instant Feedback Survey with Slack for real-time deployment during meetings.

Given a meeting is scheduled in MeetSync, when the meeting starts, then the Instant Feedback Survey should be automatically sent to the relevant Slack channel immediately after the meeting ends.

Integration with Microsoft Teams to ensure feedback notifications are received by meeting organizers.

Given a meeting has concluded on MeetSync scheduled through Microsoft Teams, when an attendee submits feedback, then an automatic notification should be sent to the meeting organizer via Microsoft Teams.

Sending email surveys directly to attendees post-meeting through the integration feature.

Given a meeting organized in MeetSync, when the meeting ends, then an email containing the Instant Feedback Survey should be sent to all attendees' registered email addresses.

Users can view and manage their feedback submissions across integrated platforms.

Given feedback submissions from multiple platforms, when a user accesses the feedback dashboard, then they should see a consolidated list of all feedback responses received from Slack, Microsoft Teams, and email.

Ensuring that attendee identities remain anonymous regardless of the feedback submission platform.

Given an attendee submits feedback through any integration channel, when the feedback is stored, then the identity of the attendee should not be attached to their response.

Feedback Analytics Dashboard

A comprehensive analytics dashboard that compiles feedback data from surveys across meetings. This feature visualizes trends, common themes, and individual ratings, allowing Meeting Maestros and Decision Makers to quickly assess meeting effectiveness and identify areas for improvement, fostering data-driven decision-making.

Requirements

Data Visualization Tools

User Story: As a Meeting Maestro, I want to see visual representations of feedback data so that I can quickly identify trends and areas needing improvement in my meetings.
Description: The Data Visualization Tools requirement involves implementing interactive and user-friendly graphs, charts, and heat-maps to display feedback data dynamically. The visualizations will help users quickly interpret complex data sets related to meeting effectiveness. This requirement is crucial as it enables Meeting Maestros and Decision Makers to analyze trends over time, compare individual meeting ratings and themes, and facilitate data-driven decisions to improve future meetings. The integration of these tools into the MeetSync platform will enhance the clarity and accessibility of feedback, fostering a culture of continuous improvement in meeting management across users.
Acceptance Criteria: User navigates to the Feedback Analytics Dashboard to review overall meeting feedback trends for the past quarter.

Given that the user has access to the Feedback Analytics Dashboard, when they select the time frame for the past quarter, then the dashboard should display a line graph showing the trend of meeting effectiveness ratings over that time period with clear data points labeled.

A user is analyzing feedback for individual meetings to identify areas for improvement.

Given that the user selects a specific meeting from the list available on the dashboard, when they view detailed feedback for that meeting, then the dashboard should provide a bar chart comparing individual ratings on various meeting aspects (e.g., clarity, engagement, outcomes).

A Meeting Maestro is conducting a review session and needs to present the feedback data to the team.

Given that the Meeting Maestro prepares to present the feedback findings from the dashboard, when they export the analytics data, then the dashboard should allow users to download the data in both PDF and Excel formats, maintaining the integrity of the visualizations and data structure.

User wants to track the effectiveness of specific action items over multiple meetings.

Given that the user selects a group of meetings that included a common action item, when they view the heat-map visualization, then the heat-map should dynamically reflect the effectiveness ratings associated with that action item across all selected meetings, highlighting trends and anomalies.

A Decision Maker needs to benchmark meeting performance against organizational goals.

Given that the user accesses the Feedback Analytics Dashboard, when they view the key performance indicators (KPIs) section, then the dashboard should display the current meeting performance metrics alongside the organizational goals, with clear indicators of whether the meetings meet, exceed, or fall short of those goals.

Automated Feedback Collection

User Story: As a Decision Maker, I want the feedback collection process to be automated after meetings so that I can receive insights promptly without manually reaching out to participants.
Description: The Automated Feedback Collection requirement aims to streamline the process of gathering feedback from meeting participants through automated post-meeting surveys. This will ensure timely feedback collection without relying on manual processes. The feedback surveys will be customizable for different types of meetings and will gather quantitative and qualitative data. Integration of this requirement with the existing scheduling and meeting management functionalities of MeetSync ensures that feedback is captured promptly after each meeting. This automation will drive higher response rates and more accurate insights into meeting effectiveness, empowering users to make adjustments as needed.
Acceptance Criteria: Automated Feedback Collection after a Meeting with Multiple Participants

Given a completed meeting, when the meeting ends, then an automated feedback survey is sent to all participants within 5 minutes.

Customizable Survey Templates for Different Meeting Types

Given a user selects a meeting type, when creating a survey, then the system must allow for template customization that includes at least 5 quantitative questions and 2 qualitative open-ended questions.

Integration of Feedback Collection with Calendar Events

Given a scheduled meeting in the user's calendar, when the meeting occurs, then the feedback collection should trigger automatically without additional user action after the meeting ends.

Real-time Feedback Collection Insights

Given automated feedback is collected, when the feedback is submitted, then it must be immediately available in the Feedback Analytics Dashboard for real-time analysis.

User Notification of Feedback Submission

Given a participant completes the feedback survey, when they submit their response, then they should receive a confirmation notification acknowledging their participation.

Aggregated Feedback Data for Meeting Effectiveness

Given multiple feedback responses have been collected, when viewed by the Meeting Maestro, then aggregated ratings and themes should be displayed clearly within the Feedback Analytics Dashboard.

User Control Over Survey Timing and Frequency

Given a user creates a survey, when configuring the survey details, then they must have the option to set timing and frequency preferences for feedback requests after meetings.

Sentiment Analysis Features

User Story: As a Meeting Maestro, I want to analyze the sentiment of feedback comments so that I can understand participants' feelings towards the meetings and address any common concerns.
Description: The Sentiment Analysis Features requirement aims to leverage natural language processing (NLP) tools to analyze written feedback and comments from meeting participants. This feature will provide qualitative insights by identifying positive, negative, and neutral sentiments expressed in feedback responses. By integrating sentiment analysis into the Feedback Analytics Dashboard, users can gain a deeper understanding of attendee satisfaction and concerns. The addition of sentiment analysis enhances the dashboard's capability, enabling Meeting Maestros and Decision Makers to not only see numbers but also understand the emotional context behind the data, facilitating targeted improvements in meeting practices.
Acceptance Criteria: Sentiment Analysis Dashboard Usage for Meeting Feedback Review

Given a user accesses the Feedback Analytics Dashboard, when they select the sentiment analysis feature, then they should see a graphical representation of feedback sentiments categorized as positive, negative, and neutral.

Tracking Changes in Sentiment Over Multiple Meetings

Given multiple meetings have been analyzed, when a user views the sentiment analysis data over time, then they should see trends indicating changes in overall sentiment for the specified period.

User Interaction with Sentiment Insights

Given the sentiment analysis results are displayed, when a user hovers over a sentiment category, then they should see a tooltip with examples of comments contributing to that sentiment classification.

Integration of Sentiment Analysis with Meeting Effectiveness Metrics

Given the sentiment analysis is complete, when a user views meeting effectiveness scores, then they should see a correlation chart that compares sentiment scores with effectiveness ratings for each meeting.

Notification of Significant Sentiment Shifts

Given a significant change in sentiment is detected compared to the previous meeting, when the user logs into the platform, then they should receive a notification alerting them of the change.

Filtering Feedback by Sentiment Type

Given a user reviews feedback data, when they select a specific sentiment filter, then only feedback comments that match the selected sentiment type should be displayed in the dashboard.

Feedback Reporting Functions

User Story: As a Decision Maker, I want to generate customizable reports on feedback so that I can share insights with my team and drive improvements in our meeting practices.
Description: The Feedback Reporting Functions requirement focuses on developing comprehensive reporting options that allow users to generate tailored reports based on selected metrics and timeframes. These reports will serve as effective tools for meetings retrospectives and strategic planning by summarizing key data points, trends, and participant feedback in an organized format. This requirement is fundamental because it empowers users to present feedback findings to stakeholders and helps in setting action items for continuous improvement. Efficient reporting will enhance the overall utility of the Feedback Analytics Dashboard, supporting informed decision-making.
Acceptance Criteria: Generating a comprehensive feedback report for a recent team meeting to analyze participant engagement and action items.

Given a user has selected the meeting and desired metrics, when the user clicks on 'Generate Report', then the system should produce a report containing summarized participant feedback, key trends identified, and actionable insights based on the specified timeframe.

Accessing a historical report to assess meeting effectiveness over the past quarter.

Given a user has selected the 'Historical Reports' option and specified a quarter timeframe, when the user retrieves the report, then the system should display a report summarizing feedback data, trends, and engagement metrics for all meetings held within the specified quarter.

Visualizing feedback trends for a series of meetings held with different teams.

Given a user is on the Feedback Analytics Dashboard, when they select multiple meetings from different teams and choose 'Visualize Trends', then the system should display a graphical representation of the feedback trends across the selected meetings.

Customizing a report template to include specific metrics such as participant ratings and themes discussed.

Given a user is in the report customization settings, when they select specific metrics and save the template, then the system should allow the user to generate reports that include only the chosen metrics in the specified format.

Exporting a tailored feedback report to share with stakeholders after a quarterly review meeting.

Given a user has generated a feedback report, when they click on the 'Export' button, then the system should allow the user to download the report in PDF format while preserving the layout and data visualization elements.

Evaluating the effectiveness of the feedback reporting functions during a user testing session.

Given a group of users are conducting a usability testing session for the Feedback Reporting Functions, when they perform tasks to generate, customize, and export reports, then at least 80% of the test users should complete the tasks successfully without assistance.

Actionable Feedback Notification

This feature sends tailored notifications to organizers that summarize key feedback points and suggestions from attendees. By highlighting specific areas needing attention or improvement, it empowers meeting leaders to make immediate adjustments and implement changes, ensuring a more relevant and productive experience in subsequent meetings.

Requirements

Feedback Collection System

User Story: As a meeting organizer, I want to automatically collect feedback from attendees so that I can understand their perspectives and improve future meetings based on their suggestions.
Description: The Feedback Collection System is designed to streamline the process of gathering attendee feedback during meetings. This system will automatically prompt attendees to provide their thoughts and insights through intuitive surveys or forms integrated within the MeetSync platform. The collected feedback will be collated and synthesized to provide a comprehensive overview of attendee sentiments and suggestions, enabling organizers to gain actionable insights. This requirement emphasizes the importance of continuous improvement by facilitating real-time feedback collection, which directly influences the effectiveness of future meetings and enhances participant satisfaction.
Acceptance Criteria: Feedback Collection During Meetings

Given a scheduled meeting, when the meeting starts, then attendees receive a notification prompting them to provide feedback via an integrated survey.

Real-time Feedback Submission

Given that an attendee has completed the meeting survey, when they submit their feedback, then the system should confirm receipt and update the organizer's dashboard with the new feedback entry.

Summary Generation for Organizers

Given that feedback has been collected from attendees after the meeting, when the organizer accesses the feedback summary report, then the report should display key themes and actionable insights derived from attendee feedback.

Customizable Feedback Forms

Given an upcoming meeting, when an organizer creates a feedback form, then they should be able to customize questions and response options to suit the meeting's objectives.

Notification of Key Feedback Points

Given the completion of the feedback collection process, when the feedback summary is generated, then tailored notifications should be sent to the meeting organizer highlighting areas needing attention.

Integration with Calendar Events

Given a calendar event is created for a meeting, when the event is saved, then the feedback collection feature should automatically link to that event without additional input from the organizer.

Real-time Feedback Aggregation

User Story: As a meeting leader, I want to see real-time feedback during discussions so that I can adapt my presentation and address concerns as they arise.
Description: The Real-time Feedback Aggregation feature collects feedback instantaneously during meetings, utilizing sentiment analysis tools to categorize and summarize attendee responses as they are received. By providing a live view of feedback, meeting leaders can adjust agendas or focus discussions based on attendee insights and concerns, ensuring meetings remain relevant and productive. This capability not only enhances engagement among participants but also fosters a collaborative environment where attendees feel their input is valued immediately. A robust reporting dashboard will create a clear visualization of feedback trends post-meeting.
Acceptance Criteria: User initiates a meeting in MeetSync and enables the Real-time Feedback Aggregation feature, allowing attendees to submit feedback during the discussion.

Given the feature is enabled, When an attendee submits feedback, Then the feedback should be categorized and displayed on the moderator's dashboard within 10 seconds.

During a live meeting, the meeting leader wants to adjust the agenda based on real-time feedback received from participants.

Given the meeting is in progress, When the feedback submission indicates a significant concern, Then the meeting leader can modify the agenda in real time and notify attendees within 5 minutes.

After the meeting concludes, the meeting organizer needs to review feedback trends to understand participant sentiment and areas for improvement.

Given the meeting has ended, When the organizer accesses the reporting dashboard, Then they should see a summary visualizing feedback trends including positive, negative, and neutral sentiments along with actionable insights.

An attendee submits a piece of feedback while the meeting is ongoing.

Given the attendee submits feedback, When the feedback is processed, Then the attendee should receive a confirmation notification that their feedback was recorded successfully and viewable by the meeting leader.

The meeting leader reviews feedback during the meeting using the feedback dashboard feature.

Given the Real-time Feedback Aggregation is in use, When the meeting leader clicks on the feedback dashboard, Then they should see an up-to-date compilation of feedback with clear tags indicating the feedback categories (e.g., urgent, minor, suggestion).

Multiple attendees submit feedback simultaneously during a meeting and the system needs to handle this influx efficiently.

Given multiple attendees submit feedback at the same time, When the feedback is received, Then the system should aggregate all feedback without performance lag and display it accurately within the dashboard in less than 5 seconds.

The meeting leader wants to ensure that follow-up actions are based on the feedback received during the meeting.

Given feedback has been collected, When the meeting concludes, Then the meeting leader should have the capability to extract key follow-up actions from the feedback and save them for future reference.

Actionable Insights Dashboard

User Story: As a meeting organizer, I want to access a dashboard that summarizes feedback and key insights so that I can prioritize changes for future meetings effectively.
Description: The Actionable Insights Dashboard provides meeting organizers with a comprehensive visualization of key takeaways from feedback received after each meeting. This dashboard will highlight critical areas for improvement, trends in attendee responses, and actionable suggestions directly derived from the feedback. By offering easy-to-read analytics, the dashboard empowers organizers to prioritize follow-up actions effectively and facilitates data-driven decisions for enhancing future meetings. This feature integrates seamlessly into the MeetSync platform, ensuring that valuable insights are readily available to improve meeting effectiveness.
Acceptance Criteria: User wants to review key feedback points from a recent meeting to prepare for the next meeting.

Given a meeting has concluded, when the organizer accesses the Actionable Insights Dashboard, then they should see a summary of all feedback points categorized by themes and priorities.

A meeting organizer wishes to identify trends in attendee feedback over multiple meetings to enhance future agenda setting.

Given multiple feedback submissions from different meetings, when the organizer views the trends section on the Actionable Insights Dashboard, then they should be presented with a visual trend analysis showing recurring themes over time.

The meeting organizer needs to implement suggestions based on attendee feedback to improve future meetings.

Given feedback with actionable suggestions exists in the Actionable Insights Dashboard, when the organizer clicks on a specific suggestion, then they should be able to mark it as 'Implemented' or 'Ignored', logging their decision in the system.

An organizer requires quick access to feedback metrics to report to management.

Given the organizer is on the Actionable Insights Dashboard, when they select the metrics option, then they should see key performance indicators such as average feedback scores and the number of actionable items per meeting.

The organizer wants to customize the dashboard view to focus on specific feedback parameters important to their meetings.

Given the organizer is on the Actionable Insights Dashboard, when they select customization options, then they should be able to choose which types of feedback parameters to display and save their preferences for future use.

A new user onboards and wants to understand how to navigate the Actionable Insights Dashboard effectively.

Given a new user accesses the Actionable Insights Dashboard for the first time, when they view the user guide, then they should be provided with a clear step-by-step walkthrough of the dashboard features and how to interpret the data provided.

A meeting organizer receives a notification summarizing feedback points immediately after the meeting concludes.

Given a meeting has just ended, when the meeting organizer checks their notifications, then they should receive a tailored notification summarizing key feedback points and suggestions based on the attendee responses.

Custom Notification Settings

User Story: As a meeting organizer, I want to customize how and when I receive feedback notifications so that I can efficiently manage my workflow and focus on important feedback.
Description: The Custom Notification Settings allow meeting organizers to define preferences for receiving feedback notifications, tailoring them based on urgency and specific areas of interest. Organizers can opt for immediate alerts on critical feedback and receive daily/weekly summaries as needed. This flexibility ensures that organizers are alerted to the most pertinent feedback while reducing information overload, enabling them to respond effectively and efficiently to attendee concerns. This integration enhances user experience by accommodating different organizational preferences and feedback management styles.
Acceptance Criteria: Meeting organizer customizes notification settings for receiving feedback alerts on a weekly basis.

Given the organizer is logged into MeetSync, when they navigate to the Notifications Settings page and select 'Weekly Summary', then they should receive a confirmation message indicating that weekly summary notifications are enabled.

A meeting organizer wants to set up immediate alerts for critical feedback while opting out of non-critical notifications.

Given the organizer is in the Notification Settings, when they check the box for 'Immediate Alerts' on critical feedback and uncheck the box for 'Non-Critical Feedback', then they should receive only immediate alerts for critical feedback following meetings.

An organizer switches from receiving immediate notifications to daily summaries after a meeting.

Given the organizer has previously set notification preferences to immediate alerts, when they change the setting to 'Daily Summary' on the Notification Settings page, then they should receive a daily digest of feedback after each meeting instead of immediate alerts.

The organizer tests the notification settings to ensure they are receiving the correct type of alerts after customizing their preferences.

Given the organizer has set their notification preferences, when they conduct a meeting and receive feedback, then they should receive notifications according to the selected preferences without any delays or errors.

The feature needs to accommodate feedback preferences for multiple team members with varying notification needs.

Given that multiple team members can set their own notification preferences, when they are added as organizers for the same meeting, then each organizer should receive alerts based on their individual preferences without conflict or overlap.

The organizer reviews past notifications to verify that feedback has been correctly summarized in both immediate and summary notifications.

Given the organizer has received feedback notifications over a period, when they access the notification history, then they should see a clear and accurate summary of all notifications received, categorized by date and type of alert.

Feedback Export Feature

User Story: As a meeting organizer, I want to export collected feedback into different formats so that I can analyze the data or share it with other stakeholders easily.
Description: The Feedback Export Feature enables meeting organizers to download all collected feedback in various formats, such as CSV and PDF, for further analysis or record-keeping. This functionality is essential for organizations that require a documented approach to feedback management, providing the ability to share insights with stakeholders or incorporate them into reports and presentations. By facilitating easy data extraction, this feature contributes to transparent communication about meeting effectiveness and areas for improvement, while also supporting compliance and documentation needs.
Acceptance Criteria: Meeting organizer initiates a feedback export after a meeting to analyze the collected feedback for improvements in future meetings.

Given that feedback has been collected post-meeting, when the meeting organizer selects the 'Export Feedback' option, then the system should allow the organizer to choose between CSV and PDF formats and successfully download the collected feedback.

A stakeholder requests a report containing feedback data in PDF format for a presentation on meeting effectiveness.

Given that the meeting organizer has access to the feedback export feature, when the organizer selects PDF format and initiates the download, then the system should generate a properly formatted PDF containing all collected feedback and allow the organizer to download it seamlessly.

The feedback export feature is used to fulfill compliance requirements by providing a record of all feedback collected during meetings.

Given that compliance regulations require documentation of feedback, when the meeting organizer exports the feedback, then the exported file should include timestamps, attendee details, and feedback categories, ensuring compliance is met.

An organizer needs to present feedback insights during a team meeting using data exported from the feedback export feature.

Given that feedback data has been collected, when the organizer downloads the feedback in CSV format, then the CSV file should be easily readable and contain the correct structured data for easy analysis during the team meeting.

The system is tested for performance under load when multiple organizers attempt to download feedback simultaneously after a large meeting.

Given that multiple organizers are downloading feedback at the same time, when the export requests are executed, then the system should maintain performance and complete each download without errors or significant delays.

Customizable Feedback Templates

A set of pre-designed survey templates that can be customized to suit different meeting types and objectives. This feature allows users to choose from various questions and formats, ensuring feedback is relevant and comprehensive, ultimately enhancing the quality and specificity of the feedback gathered.

Requirements

Custom Question Selection

User Story: As a meeting organizer, I want to select customized questions for my feedback survey so that I can gather relevant insights specific to the meeting context and objectives.
Description: Users must be able to select specific questions from a predefined list tailored to various meeting types (e.g., project update, brainstorming session, feedback gathering). This requirement ensures that users can design their feedback surveys to be relevant to the specific context of their meetings, leading to more meaningful and actionable feedback. It enhances user engagement by allowing customization, which can ultimately improve the quality and specificity of the collected feedback.
Acceptance Criteria: Selecting Custom Questions for a Project Update Meeting

Given the user is in the feedback template setup, when they choose 'Project Update' as the meeting type, then they should see a list of relevant custom questions to select from for that meeting type.

Previewing Selected Questions Before Finalizing a Feedback Template

Given the user has selected questions for their feedback template, when they choose to preview the template, then they should see all selected questions displayed in the preview format before finalizing.

Saving a Customized Feedback Template for Future Use

Given the user has customized their feedback template by selecting specific questions, when they click the 'Save Template' button, then the customized template should be saved under the user's account for future meetings.

Editing an Existing Feedback Template

Given the user has an existing feedback template, when they access the edit function from the template list, then they should be able to modify questions and save the changes successfully.

Removing a Question from the Feedback Template

Given the user is customizing their feedback template, when they select a question and click ‘Remove’, then the question should be deleted from the template without affecting other selected questions.

Viewing the Help Documentation for Custom Questions

Given the user is in the process of creating a feedback template, when they click on the help icon, then they should see documentation that provides guidance on how to select and customize questions.

Attaching the Customized Feedback Template to a Meeting Invite

Given the user has created a customized feedback template, when they send out a meeting invite, then they should be able to attach the feedback template to the invite ensuring attendees can access it.

Template Preview Functionality

User Story: As a meeting organizer, I want to preview my feedback survey template before sending it out so that I can ensure clarity and layout effectiveness for participants.
Description: Provide users with the ability to preview customizable feedback templates before finalizing them. This feature will allow users to visualize how their surveys will appear to participants, ensuring clarity and effectiveness in the questions presented. By allowing users to see the completed templates, it reduces the chance of confusion and enhances the user experience, as users can make adjustments as necessary before deployment.
Acceptance Criteria: User previews a customizable feedback template before sending it out to meeting participants.

Given the user has selected a customizable feedback template, when the user clicks on 'Preview', then the completed feedback template displays accurately as it would appear to meeting participants, including all chosen questions and formats.

User edits a feedback template after previewing.

Given the user has previewed a feedback template, when the user identifies a change needed and makes the edit, then upon clicking 'Preview' again, the changes should reflect accurately in the preview displayed.

User views different question formats in the template preview.

Given the user selects a feedback template with varied question formats, when the user clicks on 'Preview', then each question format (e.g., multiple choice, open-ended, rating scale) is presented distinctly and correctly in the preview.

User accesses the preview functionality on different devices.

Given the user accesses the feedback template preview on a mobile device or tablet, when the user clicks on 'Preview', then the template is responsive and displays properly on the screen regardless of device type.

User saves their template after previewing it.

Given the user is satisfied with the preview of their feedback template, when the user clicks 'Save', then the template should be successfully saved without any loss of the applied customizations.

User understands the flow of using the preview feature.

Given the user accesses the customizable feedback templates section, when the user navigates to the preview feature for the first time, then a tooltip or help text should guide them through the steps to preview and edit their templates.

Multiple users previewing templates simultaneously do not experience issues.

Given multiple users are accessing the template preview functionality at the same time, when any user clicks 'Preview', then all users should receive the correct and unhindered preview of their respective templates without performance degradation.

Response Analytics Dashboard

User Story: As a meeting organizer, I want to see an analytics dashboard of my feedback responses so that I can quickly interpret feedback trends and enhance future meetings.
Description: An analytics dashboard must be integrated to display gathered feedback data in a visually appealing and easily digestible format, such as charts and graphs. This feature will allow users to analyze feedback trends and insights swiftly, making it easier to derive actionable conclusions from feedback. By providing users with immediate access to analytics, it empowers them to make data-driven decisions to improve future meetings.
Acceptance Criteria: Analytics dashboard displays feedback data in real-time after each meeting for immediate insight into participant responses.

Given the user has conducted a meeting, when they access the analytics dashboard, then the dashboard should display updated feedback data in real-time, including response rates and summary statistics.

User can filter feedback analytics by meeting type or date range to derive specific insights relevant to different meetings.

Given the user is on the analytics dashboard, when they apply filters for meeting type or date range, then the dashboard should update to show analytics specific to the selected parameters.

The dashboard presents feedback trends over time, allowing users to visualize changes in feedback for continual improvement.

Given the user accesses the feedback trends section, when they view the graphical representation of feedback over the past three months, then the visual should clearly indicate any upward or downward trends in key feedback metrics.

Users can export the analytics data in various formats (CSV, PDF) for offline review and sharing with stakeholders.

Given the user is viewing the analytics dashboard, when they select the export option, then the system should provide options to download the feedback data in CSV and PDF formats.

The dashboard includes actionable insights derived from feedback data to guide users in optimizing future meetings.

Given the user has accessed the analytics dashboard, when they view the insights section, then the system should present at least three actionable recommendations based on the latest feedback trends.

The analytics dashboard's layout is user-friendly and intuitive, allowing users to navigate and understand the feedback data easily.

Given the user visits the analytics dashboard, when they attempt to find key metrics such as feedback scores and participant engagement levels, then they should be able to locate these metrics without difficulty within 2 minutes.

Automated Feedback Requests

User Story: As a meeting organizer, I want feedback requests to be sent automatically after meetings so that I can ensure more timely and increased responses from participants.
Description: Implement an automated system that triggers feedback requests based on meeting completion. This will save organizers from manually sending out requests after every meeting, ensuring prompt engagement with participants while feedback is still fresh in their minds. This requirement emphasizes user efficiency and timely feedback collection, significantly boosting the likelihood of receiving input from participants.
Acceptance Criteria: Automated feedback requests should be triggered immediately after the completion of a meeting, ensuring that participants receive their feedback requests while the discussion is still fresh in their minds.

Given a meeting has been completed, when the meeting ends, then an automated feedback request is sent to all participants within 5 minutes.

The feedback request should include a customizable message that the meeting organizer can tailor to each specific meeting, enhancing participant engagement and relevance.

Given a meeting organizer wants to customize the feedback request, when they set up the meeting, then they must be able to input a personalized message that is included in the feedback request email.

Participants should be able to provide feedback through various formats (e.g., rating scales, open text) as selected by the meeting organizer when creating the meeting.

Given the meeting organizer has selected feedback formats, when participants receive the feedback request, then they should be able to respond using the specified feedback formats.

The system should track the status of feedback requests, indicating whether participants have completed their feedback or if it is still pending.

Given a feedback request has been sent, when the organizer checks the feedback status, then they should see a summary of completed and pending feedback responses from participants.

Meeting organizers should receive a summary report of feedback responses after all participants have submitted their feedback or once the feedback deadline has passed.

Given all feedback has been collected or the deadline has expired, when the organizer accesses the feedback report, then they should receive a comprehensive summary including statistics and key insights.

The automated feedback request system must integrate seamlessly with the current calendar functionality of MeetSync to ensure scheduling consistency.

Given a meeting scheduled on MeetSync, when the meeting ends and feedback requests are triggered, then the request must align with the scheduled time and format without discrepancies.

There should be an option for participants to opt-out of feedback requests for specific meetings if they choose not to provide feedback.

Given a participant does not want to give feedback for a specific meeting, when they receive a feedback request, then they must have the option to decline or opt-out from receiving further feedback requests for that meeting.

Multi-Format Feedback Options

User Story: As a meeting organizer, I want to select different feedback formats for my survey so that I can tailor my questions to gather more comprehensive responses based on meeting goals.
Description: Users should have the ability to choose between different feedback formats (e.g., multiple choice, open-ended questions, ratings) when creating their surveys. This flexibility allows organizers to adapt their feedback approaches depending on the nature and goals of the meeting, which can lead to better insights. Supporting various formats enriches the feedback process and caters to diverse participant preferences.
Acceptance Criteria: User selects feedback options while creating a survey for a team meeting, aiming to gather specific insights on project progress.

Given the user is on the survey creation page, when they choose the feedback format, then they should see options for at least three formats (multiple choice, open-ended, ratings) available for selection.

User attempts to preview the survey after selecting different feedback formats to ensure clarity and relevance.

Given the user has selected different feedback formats, when they click on 'Preview Survey', then the preview should display the questions in the formats selected without errors or misalignment.

User submits feedback through the newly created survey after a meeting, looking for clarity in understanding the feedback format effectiveness.

Given that a meeting has concluded and feedback has been collected through the survey with different formats, when the feedback is submitted, then the system should record and categorize each type of feedback accurately in the reporting dashboard.

User revises an existing survey to change the feedback format options to better align with meeting goals, ensuring adaptability.

Given the user is editing a pre-created survey, when they change the feedback format options, then the system should save the revisions and update the survey without losing previously collected feedback data.

User measures the effectiveness of feedback gathered from different formats in a follow-up review meeting.

Given that feedback has been collected using multiple formats, when the user analyzes the feedback analytics, then they should see a categorized report that breaks down feedback by type and provides insights into participant preferences.

User shares the survey with participants via email to gather feedback about the meeting.

Given the user has selected feedback formats and finalized the survey, when they send out the survey link via email, then the recipients should receive the survey link promptly and be able to access it without errors.

User seeks to understand how survey format options impact response rates after sending out the feedback survey.

Given the feedback survey has been distributed to participants, when the user reviews the response rate, then they should see a comparative analysis of response rates correlated with each feedback format used.

Anonymous Feedback Option

An option for attendees to submit feedback anonymously, promoting honesty and openness in responses. This feature encourages constructive criticism and candid opinions, which can lead to more significant improvements in meeting structure and dynamics.

Requirements

Anonymous Feedback Submission

User Story: As a meeting attendee, I want to provide feedback anonymously so that I can express my honest opinions without fear of repercussion, leading to improvements in future meetings.
Description: The Anonymous Feedback Option allows meeting attendees to submit their feedback without revealing their identities. This functionality promotes a culture of openness and honesty, enabling participants to provide candid opinions and constructive criticism. The feedback submission form will be integrated within the MeetSync platform, ensuring an intuitive user experience for attendees. Collected feedback will be aggregated and presented in a summarized report, allowing organizers to analyze trends, areas for improvement, and specific suggestions for enhancing meeting structure and dynamics.
Acceptance Criteria: As a meeting attendee, I want to submit my feedback anonymously after a meeting so that I can provide honest and constructive criticism without fear of reprisal.

Given that I am an attendee of a meeting, when I choose to provide feedback, then I should find an Anonymous Feedback submission form that does not require personal information.

As a meeting organizer, I want to collect and review anonymous feedback from attendees to improve future meeting structures and dynamics.

Given that feedback has been collected from meeting attendees, when I access the feedback dashboard, then I should see aggregated feedback in a summarized report format, highlighting trends and suggestions for improvement.

As a user of the MeetSync platform, I need the feedback submission form to be intuitive and user-friendly, so that I can easily provide my suggestions after a meeting.

Given that I am on the feedback submission page, when I interact with the form, then I should be able to submit my feedback within 2 minutes without any technical issues or confusion.

As a website admin, I want to ensure that the feedback submitted is stored securely and anonymously in the database.

Given that feedback has been submitted, when I check the database, then I should verify that no personal identifiers are stored alongside the feedback entries.

As a meeting participant, I want to ensure that the feedback option is communicated to me during the meeting, so that I remember to provide my thoughts afterwards.

Given that a meeting is in progress, when the facilitator mentions the Anonymous Feedback option, then all attendees should be aware that this option exists and how to access it post-meeting.

As a product manager, I want to track the response rates of the anonymous feedback collected to evaluate engagement and areas of concern.

Given that feedback requests have been sent out after a meeting, when I analyze the collected data, then I should see a response rate of at least 50% from the attendees.

As a meeting organizer, I want to ensure that feedback collected can be filtered by meeting type and attendee demographics, allowing for tailored analysis.

Given that feedback data is collected, when I access the feedback analysis tool, then I should be able to filter results by meeting type and specific demographic criteria without errors.

Feedback Analytics Dashboard

User Story: As a meeting organizer, I want to access an analytics dashboard for anonymous feedback so that I can understand attendee sentiments and identify areas for improving our meetings.
Description: The Feedback Analytics Dashboard provides meeting organizers with insights derived from anonymous feedback submissions. This feature will aggregate and display feedback metrics such as satisfaction ratings, common themes, and frequency of specific comments. The dashboard will visually present trends over defined periods, enabling users to make data-driven decisions to enhance meeting efficiency and participant engagement. Integrating this analytics tool with existing reporting functionalities in MeetSync will facilitate automated insights and drive continuous improvement.
Acceptance Criteria: Anonymous feedback submission during a meeting using the Feedback Analytics Dashboard.

Given a meeting has concluded, when attendees provide anonymous feedback, then the feedback data should be successfully collected and displayed in the dashboard within 15 minutes of submission.

Visual representation of feedback trends over time for meeting organizers.

Given multiple feedback submissions over time, when the dashboard is accessed, then visual graphs showing satisfaction ratings and common themes should be clearly displayed for the past month, with filtering options available.

Accessing detailed feedback metrics related to participant engagement.

Given feedback has been collected, when the organizer views the dashboard, then the dashboard should display metrics communicating participant engagement levels, including response rates and average satisfaction scores, with a confidence interval represented correctly.

Automated insights generation based on anonymous feedback for continuous improvement.

Given feedback data is available, when the dashboard processes the feedback, then actionable insights based on recurring comments and suggestions should be presented for improvement strategies within the Dashboard.

Integration of Feedback Analytics Dashboard with existing reporting functionalities in MeetSync.

Given the integration of the Feedback Analytics Dashboard, when a report is generated, then the report should include metrics from the feedback dashboard seamlessly combined with other meeting reports without any data discrepancies.

User permissions and accessibility for the Feedback Analytics Dashboard.

Given different user roles within MeetSync, when an organizer accesses the Feedback Analytics Dashboard, then only authorized users should be able to view and analyze feedback data, ensuring data privacy and compliance.

User-friendly interface for navigating the Feedback Analytics Dashboard.

Given an organizer is using the Feedback Analytics Dashboard, when they access the dashboard, then it should be intuitive and allow users to quickly locate feedback summaries, trends, and insights without requiring additional training.

Custom Feedback Questions

User Story: As a meeting organizer, I want to create custom feedback questions so that I can gather targeted insights that matter most for each specific meeting.
Description: The Custom Feedback Questions feature allows meeting organizers to create tailored feedback forms with specific questions relevant to their meetings. This requirement enhances the standard feedback process by enabling organizers to probe deeper into specific topics or areas of interest. Organizers can set different questions for different meetings, ensuring that feedback gathered is pertinent and actionable. This flexibility not only encourages meaningful responses but also aligns feedback collection with specific meeting goals and objectives.
Acceptance Criteria: Meeting organizers can create custom feedback questions tailored to their specific meeting objectives before the meeting starts.

Given a meeting is scheduled, when the organizer accesses the feedback settings, then they should be able to create and save custom questions specific to that meeting.

Attendees can access and respond to the custom feedback questions during or immediately after the meeting.

Given custom feedback questions have been set up for a meeting, when attendees join the meeting, then they should receive a notification to complete the feedback form after the meeting ends.

The system displays the relevant custom feedback questions based on the type of meeting being organized.

Given the organizer is setting up feedback questions, when they specify the meeting type, then the system should suggest questions that are relevant to that type of meeting for the organizer's approval.

Organizers are able to view aggregated feedback results for analysis and improvement.

Given feedback responses have been collected, when the organizer accesses the feedback summary page, then they should see a report of aggregated results including charts and key takeaways.

The system allows meeting organizers to edit custom feedback questions even after they are published for a meeting.

Given a meeting is scheduled and custom feedback questions have been set, when the organizer chooses to edit those questions, then the system should allow them to update the questions up until the feedback submission deadline.

Attendees have the option to submit feedback anonymously without revealing their identities.

Given the feedback form is set to anonymous, when attendees submit their responses, then the feedback should not identify any attendee by name or email.

Feedback Review Notifications

User Story: As a meeting organizer, I want to receive notifications when new anonymous feedback is submitted so that I can promptly address any important issues or suggestions raised by attendees.
Description: The Feedback Review Notifications feature alerts meeting organizers when new anonymous feedback is submitted. This functionality ensures that organizers are promptly informed of attendee feedback, allowing them to review comments and insights in a timely manner. Notifications can be configured to be sent via email or within the MeetSync platform, enabling a responsive approach to addressing concerns or suggestions raised by participants. This feature enhances accountability and demonstrates to attendees that their feedback is valued and taken seriously.
Acceptance Criteria: Meeting organizers receive notifications of new anonymous feedback submissions immediately after attendees submit their feedback.

Given a meeting has concluded and attendees have submitted anonymous feedback, when the feedback is submitted, then the meeting organizer should receive a notification via email and within the MeetSync platform within 5 minutes of submission.

Meeting organizers can configure their notification preferences for feedback submissions, choosing between email notifications and in-app notifications.

Given a meeting organizer accesses their notification settings, when they select their preferred method for receiving feedback notifications, then their selection should be saved and applied to all future meetings without needing to reconfigure.

Organizers are notified when feedback includes keywords indicating urgent concerns or issues raised by attendees.

Given an anonymous feedback submission includes specific keywords (e.g., 'urgent', 'critical', 'issue'), when the feedback is submitted, then the meeting organizer should receive a high-priority notification to highlight the urgency of the feedback.

Meeting organizers can see a history of all notifications received for feedback submissions to keep track of past feedback.

Given a meeting organizer navigates to their feedback notifications history, when they view the notifications list, then all notifications received regarding feedback submissions should be displayed with timestamps and the relevant meeting details.

Attendees receive confirmation that their feedback has been successfully submitted anonymously and is being reviewed.

Given that an attendee submits anonymous feedback, when the feedback submission process is completed, then the attendee should receive a confirmation message that acknowledges their feedback is received and will be reviewed by the organizer.

Notifications for feedback submissions are user-friendly and accessible, ensuring that all meeting organizers can effectively manage feedback settings.

Given a meeting organizer accesses the feedback notification settings, when they view the interface, then all options should be clearly labeled and easily understandable, requiring no more than 3 clicks to change notification preferences.

Feedback Closure Loop

User Story: As a meeting attendee, I want to be informed about what actions were taken based on my feedback so that I feel my contributions are valued and impactful.
Description: The Feedback Closure Loop requirement involves creating a mechanism for meeting organizers to communicate back to attendees about how their feedback has influenced changes or improvements. This feature will enable organizers to send follow-up messages or updates highlighting actions taken based on feedback received. Closing the feedback loop fosters trust and encourages further participation in future feedback opportunities, reinforcing the value of attendees’ contributions to the meeting process.
Acceptance Criteria: Submission of Anonymous Feedback after a Meeting

Given that a meeting has concluded, when attendees submit anonymous feedback through the MeetSync platform, then their responses should be collected and stored securely without any identifiable information linked to the respondents.

Notification of Feedback Acknowledgment

Given that feedback has been submitted by attendees, when the meeting organizer reviews the feedback, then an acknowledgment message should be sent to all attendees confirming receipt of their feedback.

Communication of Action Taken Based on Feedback

Given that feedback has been analyzed, when the meeting organizer implements changes based on the feedback, then a follow-up message should be sent to attendees outlining the changes made and how their feedback influenced those changes.

Feedback Loop Evaluation Metrics

Given the feedback closure loop process is in place, when feedback is collected and actions are communicated, then metrics such as attendee engagement levels in subsequent meetings and overall satisfaction ratings should be tracked and reported quarterly to assess the effectiveness of the feedback loop.

User Interface for Feedback Submission

Given the anonymous feedback option is enabled, when attendees access the feedback submission interface, then the interface should allow for text input, drag-and-drop file uploads (if applicable), and include a satisfaction rating scale from 1 to 5.

Data Privacy Measures for Feedback

Given that anonymous feedback is being collected, when data is originally captured, then it must comply with data privacy regulations, ensuring no personal data is disclosed and anonymization techniques are employed.

Feedback Analysis and Reporting

Given the feedback has been collected, when the meeting organizer generates a report, then the report should summarize key themes from the feedback and highlight actionable insights derived from attendee responses.

Feedback Follow-Up Tool

This tool provides a mechanism for organizers to follow up on feedback received from surveys, allowing them to communicate changes made as a result of attendee suggestions. By closing the feedback loop, it demonstrates that user input is valued and helps foster a culture of continuous improvement.

Requirements

Automated Feedback Alerts

User Story: As a meeting organizer, I want to receive automated alerts for new feedback so that I can promptly respond and show attendees that their input is valued.
Description: The Automated Feedback Alerts requirement will enable the system to automatically notify meeting organizers when new feedback is received from attendees. This feature will enhance the promptness of responses and facilitate timely follow-ups, ensuring that organizers are always aware of participant input. Additionally, by integrating with the existing notification system, users can receive alerts via email or in-app notifications. This requirement plays a vital role in fostering a responsive environment, where participant feedback is prioritized and addressed effectively, leading to higher engagement and satisfaction.
Acceptance Criteria: Meeting Organizer Receives Feedback Notification After Meeting

Given a meeting has concluded and feedback has been submitted by attendees, when the feedback is processed by the system, then the meeting organizer should receive an email notification with a summary of the feedback received within 5 minutes.

Organizer Receives In-App Notification for New Feedback

Given new feedback has been received, when the meeting organizer logs into the MeetSync platform, then they should see an in-app notification alerting them of the new feedback in their notifications panel.

Feedback Notification Contains Relevant Details

Given a notification is sent to the organizer, when the organizer opens the notification, then it should contain the meeting title, date, and a brief summary of the feedback received from attendees.

Multiple Feedback Notifications Aggregate Correctly

Given multiple pieces of feedback have been submitted after several meetings, when these notifications are generated, then the organizer should receive a single notification containing an aggregate summary of all feedback received to avoid notification spamming.

Notification Preferences Can Be Customized

Given that notifications are generated, when the user accesses their settings, then they should be able to customize their notification preferences for receiving feedback alerts via email, in-app, or both.

System Can Handle Feedback Alerts During Peak Times

Given the system is under heavy load due to multiple meetings concluding simultaneously, when feedback is submitted, then the notification system should still deliver feedback alerts to organizers within the specified time limit of 10 minutes.

Feedback Notifications Are Received by Alternative Organizers

Given a meeting has multiple organizers, when feedback is submitted, then all designated meeting organizers should receive the feedback notification to ensure effective communication.

Feedback Summary Dashboard

User Story: As a meeting organizer, I want a summary dashboard of feedback responses so that I can easily analyze trends and determine the most impactful changes to implement.
Description: The Feedback Summary Dashboard requirement involves creating a centralized visual dashboard that compiles all feedback received from attendees in a user-friendly format. This dashboard will display trends, highlight key insights, and provide actionable items based on the feedback collected. The integration of data visualization tools will enhance the understanding of feedback patterns and allow organizers to prioritize changes. This requirement supports strategic decision-making, enabling organizers to take proactive measures that improve the overall meeting experience, thereby fostering a culture of accountability and continuous improvement.
Acceptance Criteria: As a meeting organizer, I want to access the Feedback Summary Dashboard after a meeting to view the collected feedback and insights in a visual format.

Given that I have conducted a meeting and collected feedback, when I access the Feedback Summary Dashboard, then I should see a centralized display of all feedback with visual trends and key insights.

As an organizer, I want to prioritize actionable items based on feedback from the dashboard, so that I can effectively address concerns raised by attendees.

Given that the Feedback Summary Dashboard displays actionable items, when I review these items, then I should be able to easily categorize them by priority level (high, medium, low).

As an attendee, I want to be informed of any changes made based on my feedback, ensuring that my input is recognized and valued.

Given that feedback has been addressed, when I view the feedback summary, then I should see a communication section that outlines the changes made as a result of attendee suggestions.

As an organizer, I want to ensure that the feedback trends are visually represented in graphs and charts, making it easy to identify patterns at a glance.

Given that feedback has been collected, when I view the dashboard, then I should see visualizations (such as bar charts or pie charts) that represent key feedback trends over time.

As a meeting organizer, I want the dashboard to allow filtering of feedback by meeting date and type, so that I can analyze feedback more effectively.

Given that I am accessing the Feedback Summary Dashboard, when I apply filters for meeting date and type, then the dashboard should update to reflect only the relevant feedback for my selection.

Customizable Feedback Templates

User Story: As a meeting organizer, I want to customize feedback templates for each event so that I can collect more relevant and valuable feedback from participants.
Description: The Customizable Feedback Templates requirement provides organizers with the ability to create and modify feedback surveys tailored to specific meetings or events. This feature will include various question types, options for branding, and the flexibility to add or remove questions as needed. By allowing the customization of templates, organizers can gather more relevant feedback from participants, improving the quality of insights obtained. This requirement is essential for enhancing user experience as it empowers organizers to adapt their survey tools to meet the unique needs of each meeting, leading to richer data collection and more targeted follow-up actions.
Acceptance Criteria: The organizer of a weekly team meeting wants to create a custom feedback survey to gather insights on the effectiveness of the meeting structure and content. They should be able to select different question types, such as multiple choice, rating scales, and open-ended questions, in the template to address specific feedback needs.

Given the organizer has accessed the Customizable Feedback Templates feature, when they attempt to create a new survey, then they should be able to select from at least three different question types and add relevant context for each question.

A marketing manager needs to tailor a feedback survey for a product launch event. They want to add their company branding to the survey template to ensure it aligns with the event's aesthetic and company identity.

Given the marketing manager is in the process of customizing a feedback template, when they upload their company logo and select branding colors, then the feedback survey should reflect these branding elements in real-time.

After the completion of a meeting, an organizer wants to ensure they can modify an existing survey template by adding additional questions based on participant feedback to gather more nuanced insights.

Given the organizer has selected an existing feedback template, when they choose to add or remove questions and save the changes, then the updated template should accurately reflect these modifications and be available for future use.

The head of operations wants to review the feedback from a recent survey conducted using the customizable templates, including insights from various question types to gauge overall meeting effectiveness.

Given the head of operations has conducted a survey, when they access the feedback results, then they should receive a comprehensive report that includes ratings, qualitative feedback, and trends identified across multiple question types.

An HR team member is preparing an employee satisfaction survey and needs the ability to preview the survey in various formats before distribution to ensure clarity and ease of response.

Given the HR team member has created a new survey, when they request a preview, then the system should display the survey in both desktop and mobile formats accurately reflecting how respondents will interact with it.

A meeting organizer wants to ensure that all question types allowed in the customizable templates are user-friendly for respondents to encourage higher completion rates.

Given the organizer has drafted a feedback survey with varied question types, when they conduct user testing with a set of potential respondents, then at least 80% of participants should report that the questions are clear and easy to understand.

Feedback Implementation Tracker

User Story: As a meeting organizer, I want to track the implementation of feedback changes so that I can communicate updates to attendees and build trust in the feedback process.
Description: The Feedback Implementation Tracker requirement allows organizers to record and track changes made based on attendee feedback. This tracker will provide a transparent mechanism for follow-up, showcasing what actions were taken in response to feedback, and will be accessible to all meeting attendees. It serves as a visual representation of the commitment to continuous improvement and reinforces the value of participant input. By making this information visible, the product enhances accountability and encourages greater participation in future feedback efforts.
Acceptance Criteria: Tracking Changes Based on Attendee Feedback Submission

Given an attendee submits feedback through the survey, when the organizer records the changes made in response to that feedback, then the Feedback Implementation Tracker should display the recorded action along with the original feedback on the platform.

Displaying Visibility of Implemented Changes

Given that changes have been made based on attendee feedback, when attendees access the Feedback Implementation Tracker, then they should be able to see a list of all changes implemented along with the corresponding feedback for each meeting.

Notify Attendees About Implemented Feedback Changes

Given that feedback has been implemented and recorded in the tracker, when the meeting organizer sends out an announcement, then all attendees should receive a notification summarizing the key actions taken based on their feedback.

User Access and Permissions on the Feedback Tracker

Given that the Feedback Implementation Tracker is accessible to all meeting attendees, when an attendee tries to view the tracker, then they should have read-only access to the content without the ability to make edits.

Feedback Tracker Update for Continuous Improvement

Given that new feedback is received from attendees after a meeting, when the organizer updates the Feedback Implementation Tracker, then the new changes should reflect immediately in the tracker, showing continuous responsiveness to participant input.

Feedback Tracker Integration with Meeting Agenda

Given that a meeting agenda is set, when the organizer includes a section for feedback implementation, then the Feedback Implementation Tracker should be easily accessible directly from the agenda of the meeting.

Generate Reports from Feedback Implementation Tracker

Given that the Feedback Implementation Tracker contains various recorded changes, when the organizer requests a report, then the system should generate a report summarizing all changes implemented in response to feedback, including timestamps and corresponding feedback.

Feedback Response Timeline

User Story: As an attendee, I want to see a timeline of how my feedback has led to changes so that I can understand how my input is valued and acted upon.
Description: The Feedback Response Timeline requirement introduces a feature that tracks and displays the timeline of actions taken in response to feedback received. This visual timeline will showcase when feedback was received, when follow-up actions were implemented, and when updates were communicated back to attendees. The purpose of this requirement is to provide transparency and accountability, allowing organizers and attendees to clearly see the lifecycle of feedback. This feature promotes trust and encourages ongoing participation in the feedback process.
Acceptance Criteria: Feedback Timeline Display for Attendees

Given that an attendee has submitted feedback through the survey, when they access the Feedback Response Timeline, then they should see a visual representation of the timeline showing the date the feedback was received, the date actions were implemented, and the date updates were communicated.

Organizer Access to Feedback Timeline

Given that an organizer is logged into the MeetSync platform, when they navigate to the Feedback Response Timeline section for a specific meeting, then they should be able to view all feedback submissions and their corresponding action timelines for that meeting.

Notifications for Feedback Updates

Given that feedback updates have been communicated to attendees, when an organizer implements changes based on the feedback, then all attendees who submitted feedback should receive a notification detailing the changes made and the timeline associated with those changes.

User Confirmation of Feedback receipt

Given that feedback has been submitted, when an attendee submits their feedback, then they should receive immediate confirmation that their feedback has been received and is being tracked in the Feedback Response Timeline.

Feedback Summary Review by Organizers

Given that an organizer wants to review feedback responses after a meeting, when they access the Feedback Response Timeline, then they should be able to see a summary of all feedback received, actions taken, and outcomes reported, all displayed along a timeline.

Integration with Calendar Events

Given that a meeting has been scheduled using MeetSync, when the meeting concludes, then the Feedback Response Timeline should automatically populate with feedback received and actions taken based on that meeting within 24 hours.

Editable Feedback Timeline by Organizers

Given that feedback actions have been implemented, when an organizer accesses the Feedback Response Timeline, then they should be able to edit the timeline details to adjust dates and actions as necessary for accuracy.

Meeting Satisfaction Score

A feature that calculates an overall satisfaction score for each meeting based on attendee feedback. This clear, quantifiable metric helps organizers gauge the overall impact of their meetings and track improvements over time, ensuring that participants' needs are consistently met.

Requirements

Feedback Collection Mechanism

User Story: As a meeting organizer, I want to collect feedback from attendees after each meeting so that I can understand their satisfaction levels and improve future meetings accordingly.
Description: The requirement establishes a robust system for collecting attendee feedback at the end of each meeting. This system should allow users to rate their satisfaction on a scale (e.g., 1-5 stars) and provide optional comments. The input must be easily accessible and user-friendly, fostering higher participation rates. Implementing this feature is vital for gathering meaningful data that informs future meeting planning and improvements, enabling organizers to make data-driven decisions. The feedback will be stored in the database, allowing easy retrieval and analysis for enhancing the overall meeting experience.
Acceptance Criteria: Meeting Satisfaction Feedback Submission at Meeting End

Given a completed meeting, when an attendee accesses the feedback collection mechanism, then they should be able to submit a rating on a scale of 1 to 5 stars and provide optional comments without encountering any errors.

Data Storage and Retrieval of Meeting Feedback

Given that feedback has been submitted by attendees, when the organizer queries the feedback retrieval system, then they should accurately retrieve all ratings and comments associated with that meeting.

User Interface for Feedback Collection

Given the feedback collection mechanism is invoked at the end of a meeting, when attendees view the interface, then it should be accessible, user-friendly, and visually appealing to encourage participation.

Feedback Submission Confirmation Notification

Given an attendee has successfully submitted their feedback, when the submission is complete, then they should receive a confirmation message indicating their feedback was recorded.

Analysis of Feedback Data for Improvements

Given the feedback has been collected and stored, when the organizer reviews the data, then they should be able to analyze trends and derive actionable insights to improve future meetings.

Ensuring Feedback Participation Rates

Given the feedback collection mechanism is implemented, when a meeting is concluded, then at least 70% of attendees should participate in providing feedback based on historical data of participation rates.

Calculation Algorithm for Scores

User Story: As a meeting organizer, I want a reliable algorithm that calculates an overall satisfaction score based on attendee feedback so that I can easily evaluate and compare the effectiveness of my meetings over time.
Description: This requirement outlines the creation of an algorithm that processes the collected feedback to calculate an overall Meeting Satisfaction Score. The algorithm will weigh ratings and comments to produce a quantifiable score reflecting the meeting's effectiveness. The score will be visible to organizers in the MeetSync dashboard. This feature is crucial because it converts qualitative feedback into a numerical format, making it easier for users to track changes and progress over time based on participant experiences. The outcome will enhance data visibility and provide actionable insights.
Acceptance Criteria: Meeting organizer wants to view the Meeting Satisfaction Score after a scheduled meeting to assess participant feedback and gauge the meeting's effectiveness.

Given an organizer has completed a meeting and collected feedback, when they access the MeetSync dashboard, then the calculated Meeting Satisfaction Score should be displayed prominently and accurately represented based on the collected data.

An organizer analyzes the Meeting Satisfaction Score over multiple meetings to identify trends in participant feedback and improve future meetings.

Given an organizer has conducted multiple meetings, when they filter the Meeting Satisfaction Scores by date range on the MeetSync dashboard, then the scores must display in chronological order along with any associated feedback for each meeting.

Participants complete a feedback form immediately after the meeting to provide their ratings and comments for the Meeting Satisfaction Score calculation.

Given a meeting has ended, when participants submit their feedback via the feedback form provided by MeetSync, then the feedback must be successfully recorded and affect the Meeting Satisfaction Score calculation.

A team lead wants to understand how specific feedback comments influence the Meeting Satisfaction Score to make actionable improvements.

Given feedback comments have been submitted, when an organizer views the Meeting Satisfaction Score details, then the system must display the specific comments associated with low scores to help identify areas for improvement.

An administrator requires aggregated Meeting Satisfaction Scores for reporting purposes to evaluate overall meeting effectiveness within the organization.

Given multiple meetings have been held, when an administrator accesses the reporting tools in MeetSync, then they must be able to generate a report that includes average Meeting Satisfaction Scores for a specific team or time period.

Dashboard Integration for Scores

User Story: As a meeting organizer, I want to see the Meeting Satisfaction Score on my dashboard so that I can quickly assess the success of my meetings and make necessary improvements.
Description: This requirement involves integrating the Meeting Satisfaction Score into the MeetSync dashboard, providing organizers with a clear and visually appealing representation of the scores, alongside relevant feedback trends over time. The dashboard must be customizable, allowing users to filter by meeting type, participant level, and date range. This integration is essential for empowering users to visualize their meeting effectiveness quickly and make informed adjustments to enhance engagement and productivity.
Acceptance Criteria: Viewing Meeting Satisfaction Scores on the Dashboard

Given that a user is logged into the MeetSync dashboard, when they navigate to the Meeting Satisfaction Scores section, then they should see a graphical representation of the overall satisfaction scores for their meetings over the selected date range.

Filtering Meeting Scores by Meeting Type

Given that a user is on the Meeting Satisfaction Scores dashboard, when they apply a filter for meeting type, then the displayed scores should update to reflect only the meetings that match the selected type.

Reviewing Feedback Trends Over Time

Given that a user has accessed the Meeting Satisfaction Scores dashboard, when they view the feedback trend graph, then it should display a timeline of scores along with key feedback comments for the selected date range.

Customizing Dashboard Layout

Given that a user is on their MeetSync dashboard, when they customize the layout, then the changes should be successfully saved and reflected on their next login without losing any functionality.

Exporting Satisfaction Score Data

Given that a user is on the Meeting Satisfaction Scores dashboard, when they select the export option for satisfaction scores, then they should receive a downloadable file in CSV format containing the filtered scores and relevant feedback information.

Receiving Notifications for Low Meeting Scores

Given that a user has meetings scheduled, when the average satisfaction score for any meeting falls below a specified threshold, then the user should receive an automated notification alerting them of the low score.

Comparing Meeting Scores Across Different Departments

Given that a user is on the Meeting Satisfaction Scores dashboard, when they select the comparison feature, then they should be able to view a side-by-side comparison of satisfaction scores across different departments for the selected time period.

Automated Reporting Feature

User Story: As a meeting organizer, I want to receive automated reports on meeting satisfaction so that I can easily track trends and measure long-term improvements over time.
Description: This requirement entails developing an automated report generation feature that compiles Meeting Satisfaction Scores and feedback over specified periods (e.g., weekly, monthly). The system should send these reports via email or allow users to download them directly from the platform. This feature is invaluable for tracking long-term trends and assessing overall meeting effectiveness within an organization, guiding strategic decisions.
Acceptance Criteria: Automated Reporting Generation for Weekly Meetings

Given a user has conducted weekly meetings and collected feedback, when they request the automated report, then the system should generate a report that includes the Meeting Satisfaction Scores and all feedback collected within the last week and send it via email to the user.

Automated Report Download Functionality

Given a user wants to download their meeting reports, when they navigate to the reports section of the platform, then they should see a download option for their most recent Meeting Satisfaction Score report available in a PDF format.

Monthly Trends Analysis Email

Given that the user has meetings over the course of a month, when the month ends, then the system should automatically send an email summarizing monthly trends in Meeting Satisfaction Scores and any notable feedback trends as an attachment.

Customizable Report Frequency Settings

Given a user who wants to customize their reporting frequency, when they access the settings and choose the desired frequency (weekly, bi-weekly, or monthly), then the system should save their preferences and apply them to automated reporting.

Real-time Report Syncing

Given an ongoing meeting, when a participant provides feedback through the platform, then the Meeting Satisfaction Score should update in real-time, and the report for that meeting should reflect the latest scores immediately after the meeting concludes.

User Notification upon Report Availability

Given that the automated report generation process is complete, when the report is available, then the system should notify the user via email or in-app notification that their report is ready for viewing or download.

Error Handling for Report Generation

Given potential issues during report generation, when there is a failure in compiling data, then the system should log the error and notify the user with an explanation of the issue and instructions for resolution.

User Notification System

User Story: As a meeting organizer, I want to receive notifications when feedback is submitted so that I can promptly review and act on the information gathered from my meetings.
Description: This requirement specifies the design of a user notification system that alerts organizers when feedback has been submitted and when reports are ready for review. Notifications should be customizable—allowing users to select their preferred channels (in-app or email) and frequency. This feature is critical for ensuring that meeting organizers do not miss out on valuable feedback and can respond accordingly, thus fostering a culture of continuous improvement.
Acceptance Criteria: User Notification for Feedback Submission

Given an organizer has enabled notifications for feedback, when feedback is submitted by an attendee, then the organizer should receive an instant notification via their selected channel (in-app or email).

User Notification for Report Readiness

Given an organizer has opted for report notifications, when the meeting satisfaction report is generated, then the organizer should receive a notification indicating that the report is ready for review, on their selected channel. The notification should include a direct link to the report.

Customizable Notification Channels

Given a user accesses the notification settings, when they select their preferred notification channels (in-app or email), then the system should save these preferences accurately, allowing notifications to be sent through the chosen channels for all future feedback and report notifications.

Notification Frequency Settings

Given an organizer is in the notification settings, when they specify a frequency for receiving notifications (immediate, daily, weekly), then the system should respect and apply this frequency for all future notifications related to feedback submissions and report availability.

Feedback Summary Notification

Given feedback has been received for a meeting, when the organizer checks their notifications, then they should receive a summary notification indicating the average satisfaction score and a count of attendees who provided feedback.

Notification Delivery Confirmation

Given a notification has been sent to the user, when the user checks their notification history, then they should see confirmation of the sent notifications including timestamps and delivery status (sent, delivered, or opened).

Testing Notification System for Errors

Given a meeting is held and feedback is submitted, when the notification system runs its scheduled checks, it should log any errors encountered in notification delivery and alert the system administrator for immediate resolution.

Interactive Whiteboard

The Interactive Whiteboard feature enables users to collaboratively sketch, draw, and share ideas in real-time. Participants can add annotations, diagrams, and visual elements, making brainstorming sessions more engaging and productive. This feature enhances creativity and ensures that all team members can contribute visually, simulating an in-person collaborative experience.

Requirements

Real-time Collaboration

User Story: As a project manager, I want to use the Interactive Whiteboard in meetings so that my team can brainstorm ideas together in real-time, ensuring that everyone has the opportunity to contribute creatively.
Description: The Real-time Collaboration requirement allows users to engage with the Interactive Whiteboard simultaneously, creating a shared space for brainstorming and creativity. This functionality ensures that all participants can see changes as they happen, fostering an interactive environment that mimics in-person collaboration. Benefits include increased participation and engagement from all team members, allowing for diverse input and idea sharing. The feature integrates seamlessly with existing MeetSync functionalities, such as agenda settings and note-taking, enhancing overall meeting productivity by making brainstorming sessions more effective and inclusive.
Acceptance Criteria: Simultaneous sketching by multiple participants during a virtual brainstorming session.

Given multiple participants are using the Interactive Whiteboard, when one user draws or writes on the board, then all other participants should see the updates in real-time without any noticeable lag.

Adding annotations to an ongoing whiteboard session while other members are present.

Given a user is currently annotating the Interactive Whiteboard, when another user adds a comment or drawing, then both actions should be visible to all participants immediately.

Integrating the whiteboard feature with existing agenda set in the meeting.

Given a meeting is using the Interactive Whiteboard, when the session starts, then the agenda items should be displayed on the whiteboard, allowing participants to refer to them while contributing ideas.

Testing the limit of concurrent users on the Interactive Whiteboard during a session.

Given that the Interactive Whiteboard can support up to 50 users, when 50 users join a session, then they all should be able to contribute to the whiteboard without any disruption or performance degradation.

Users should be able to save their collaborative work from the Interactive Whiteboard at the end of the session.

Given a meeting has concluded, when participants choose to save the whiteboard content, then the saved content should be retrievable from the user's account in a compatible format (e.g., PDF, image).

Real-time synchronization of notes and annotations with the notes feature in MeetSync after contributions.

Given notes are taken in the Interactive Whiteboard, when a participant adds a note, then the changes should reflect in the shared notes section of the meeting immediately for all users.

Annotation Tools

User Story: As a team member, I want to use annotation tools on the Interactive Whiteboard during meetings so that I can emphasize my ideas and clarify them for others, making our discussion more productive.
Description: The Annotation Tools requirement enables users to add various elements such as text, shapes, and drawings to the Interactive Whiteboard. This capability enhances the visual experience by allowing participants to highlight key points, underline ideas, and differentiate between various contributions. With the inclusion of features such as colors and font styles, users can creatively express their thoughts. These tools are vital for ensuring clarity and understanding during sessions, helping to highlight important information and promoting more effective discussions.
Acceptance Criteria: User is conducting a brainstorming session with colleagues who join via video call. They want to utilize the Interactive Whiteboard to visually represent their ideas and take notes in real-time.

Given that users are in a brainstorming session, when they select the text tool from the annotation tools, then they should be able to input and edit text directly onto the whiteboard that is visible to all participants.

During a team meeting, a user needs to highlight a critical point discussed in the meeting using the Interactive Whiteboard.

Given that a user is in a meeting and has the Interactive Whiteboard open, when they select a shape tool and draw a rectangle around a point of interest, then the shape should be displayed in a customizable color and should be clearly visible on the whiteboard.

A project manager wants to visually illustrate a process using diagrams on the Interactive Whiteboard during a team discussion.

Given that users are actively using the Interactive Whiteboard, when the project manager selects the drawing tool to create a flowchart, then the drawn elements should be saved live, allowing all participants to view and modify it in real-time.

Participants in a remote meeting need to organize ideas by categorizing them with different colors on the Interactive Whiteboard.

Given that users are on the Interactive Whiteboard, when they utilize the color selection feature for their annotations, then they should be able to apply different colors to text and shapes to differentiate between categories for clarity.

A user wishes to finalize a collaborative drawing done on the Interactive Whiteboard and wants to export the annotations made during the session.

Given that a user has completed their annotations on the Interactive Whiteboard, when they choose the export option, then the entire session’s content should be downloadable in a compatible format (e.g., PNG, PDF) with all annotations intact.

During a hybrid meeting, team members want to ensure that all contributions to the Interactive Whiteboard are visible and understandable.

Given that multiple users are contributing to the Interactive Whiteboard, when they annotate using various tools, then each element should have clear boundaries and should not overlap incomprehensibly, ensuring legibility for all participants.

Save and Share Functionality

User Story: As a team leader, I want to save and share our Interactive Whiteboard sessions so that all team members can review and refer back to our brainstorming ideas after the meeting, ensuring nothing is overlooked.
Description: The Save and Share Functionality allows users to easily store their Interactive Whiteboard sessions and share them with other stakeholders after meetings. This requirement is crucial for maintaining a record of creative discussions and ideas generated during meetings. Users can export their boards in various formats, including PDF and PNG, ensuring easy dissemination of information. This functionality strengthens accountability and follow-up, allowing teams to revisit discussions and action items, thereby increasing the overall effectiveness of collaboration sessions.
Acceptance Criteria: User saves their Interactive Whiteboard session after a brainstorming meeting and wants to share it with team members.

Given that the user has completed their Interactive Whiteboard session, when they click on the 'Save' button, Then the session should be saved successfully, and a confirmation message should appear.

User selects a format to export their Interactive Whiteboard session and initiates the sharing process with stakeholders.

Given that the user has chosen to export their Interactive Whiteboard session, when they select either PDF or PNG format and click 'Export', Then the system should generate the selected file format without errors and provide a download link.

Multiple users join the Interactive Whiteboard session and contribute ideas during a live meeting.

Given that multiple users are collaborating on the Interactive Whiteboard, when one user adds annotations or diagrams, Then all other users should see these updates in real-time without any lag.

User needs to review past discussions from a previously saved Interactive Whiteboard session.

Given that the user navigates to their saved sessions, when they click on a session from the history, Then the session should load fully with all annotations and visuals intact for review.

User encounters an error while attempting to save their Interactive Whiteboard session.

Given that the user attempts to save their session but there is a system error, when the save operation fails, Then an error message should be displayed to the user explaining the issue and suggesting corrective actions.

User needs to share a saved Interactive Whiteboard session via email to team stakeholders.

Given that the user has selected a saved Interactive Whiteboard session, when they click on the 'Share via Email' option and enter email addresses, Then the selected session should be sent to the provided addresses with a link to access the session.

User wants to ensure that all team members who receive the shared Interactive Whiteboard session can access it without issues.

Given that the user has shared the Interactive Whiteboard session, when the recipients receive the sharing link, Then they should be able to access and view the session without requiring additional permissions or encountering access issues.

Template Customization

User Story: As a user, I want to customize templates for the Interactive Whiteboard so that I can streamline our brainstorming sessions based on our team's specific needs, improving our efficiency and focus.
Description: The Template Customization requirement allows users to create and modify templates on the Interactive Whiteboard for different types of meetings or brainstorming sessions. This feature facilitates a structured approach to creativity by providing users with pre-defined layouts and elements that can be easily personalized. By promoting reusable templates, teams can expedite the preparation for meetings and focus more on generating ideas during sessions, leading to more efficient and directed collaborations.
Acceptance Criteria: User can create a new template on the Interactive Whiteboard for a brainstorming meeting.

Given a user is logged into MeetSync, when they navigate to the Interactive Whiteboard and select 'Create Template', then they should be able to choose from various pre-defined layouts and customize it with their own elements.

User can save a customized template for future use.

Given a user has customized a template on the Interactive Whiteboard, when they click 'Save Template', then the newly created template should appear in their template library for future use.

User can modify an existing template on the Interactive Whiteboard.

Given a user selects an existing template from their template library, when they make edits and click 'Save', then the changes should be applied to the template without creating a new version.

Users can share a customized template with meeting participants.

Given a user has created or modified a template, when they click 'Share Template' then all participants in the meeting should receive a notification and have access to the shared template.

User can delete a template from their library.

Given a user selects a saved template, when they click 'Delete', then the template should be removed from their library and cannot be recovered unless recreated.

Users can access templates on different devices without loss of data.

Given a user creates or modifies a template on one device, when they log into MeetSync on a different device, then they should see the updated template available in their library.

System should enforce character limits and warning messages for template naming.

Given a user enters a name for a new template, when the name exceeds 30 characters, then a warning message should prompt them to shorten the template name before saving.

Multimedia Integration

User Story: As a facilitator, I want to integrate multimedia into the Interactive Whiteboard during presentations so that all team members can visualize concepts more effectively, fostering a deeper understanding of the topics discussed.
Description: The Multimedia Integration requirement allows users to incorporate images, videos, and other digital content into the Interactive Whiteboard. This functionality broadens the scope of contributions by enabling participants to pull in relevant materials directly into their brainstorming sessions. By allowing rich media to be displayed alongside traditional inputs, the Interactive Whiteboard can serve as a comprehensive resource for discussions, enhancing engagement and ensuring that discussions are well-informed.
Acceptance Criteria: User uploads an image to the Interactive Whiteboard during a brainstorming session.

Given the user is on the Interactive Whiteboard, when they upload an image, then the image should be displayed and accessible to all participants immediately.

User integrates a video from an external link into the Interactive Whiteboard.

Given the user has an external video link, when they add the link to the Interactive Whiteboard, then the video should embed correctly and be playable by all participants without buffering issues.

Multiple users add multimedia content to the Interactive Whiteboard simultaneously.

Given that multiple users are collaborating on the Interactive Whiteboard, when they each add different multimedia elements, then all content should appear correctly and remain synchronized for all participants.

User annotates a video while discussing it on the Interactive Whiteboard.

Given the user is watching a video on the Interactive Whiteboard, when they add annotations, then those annotations should be visible in real-time to all participants and remain linked to the video content.

User saves a session with multimedia content for future reference.

Given the user has completed a session using various multimedia elements on the Interactive Whiteboard, when they save the session, then it should retain all added multimedia and annotations for future access.

User removes a multimedia element from the Interactive Whiteboard during a session.

Given a multimedia element is currently displayed on the Interactive Whiteboard, when the user selects and removes it, then it should be removed from the display for all participants without affecting other content.

Sticky Notes Panel

The Sticky Notes Panel allows team members to create, organize, and share virtual sticky notes during sessions. Users can categorize their thoughts, prioritize ideas, and easily rearrange notes to reflect the evolving discussion. This feature fosters organization and clarity, ensuring that key points are captured effectively, enhancing the overall meeting flow.

Requirements

Sticky Notes Creation

User Story: As a team member, I want to create virtual sticky notes during meetings so that I can quickly jot down ideas and contribute actively to the discussion.
Description: The Sticky Notes Creation requirement enables users to create virtual sticky notes within the MeetSync platform during meetings. This functionality supports text input, formatting options, and the ability to attach additional media (such as images or links) to enhance the context of the notes. This feature is essential for promoting creativity and ensuring that all relevant ideas and thoughts are documented in a clear and accessible manner. Additionally, it allows users to categorize notes by color-coding and tagging, thereby integrating seamlessly into the overall meeting agenda and workflow. The expected outcome is to facilitate organized brainstorming sessions and effective idea management, increasing overall meeting productivity and engagement.
Acceptance Criteria: User creates a new sticky note during a brainstorming session to capture ideas.

Given the user is in a meeting, when they click the 'Create Sticky Note' button, then a new sticky note should appear for the user to enter their text with formatting options available.

User categorizes sticky notes by color-coding during a team discussion.

Given the user creates multiple sticky notes, when they select a color from the color-coding options, then the selected sticky note should change color accordingly, reflecting the chosen category.

User attaches media (images or links) to a sticky note to provide additional context during a presentation.

Given the user has a sticky note open, when they click the 'Attach Media' option, then they should be able to successfully upload an image or insert a link, and it should be visible on the sticky note.

User rearranges sticky notes on the panel to prioritize ideas based on team feedback.

Given multiple sticky notes are displayed, when the user drags and drops a sticky note, then the position of the sticky note should update accordingly on the screen.

User reviews and edits sticky notes after a meeting to summarize the key discussion points.

Given the meeting has concluded, when the user selects a sticky note, then they should be able to edit the text and save changes without losing any previous data.

User shares sticky notes with team members during a meeting for collaborative input.

Given the user has created sticky notes, when they click the 'Share' button, then selected team members should receive access to view and edit the sticky notes in real-time.

User searches for specific sticky notes using tags during a meeting recap.

Given multiple sticky notes exist, when the user enters a tag in the search bar, then only sticky notes with that tag should be displayed for quick reference.

Sticky Notes Organization

User Story: As a participant in a meeting, I want to easily organize and prioritize my sticky notes so that I can follow up on the most important ideas discussed.
Description: The Sticky Notes Organization requirement focuses on enabling users to categorize, prioritize, and rearrange their sticky notes during and after meetings. This functionality includes grouping notes based on themes or categories, drag-and-drop functionality for easy rearrangement, and the ability to set priority indicators (such as stars or numbers) on each note. By allowing users to manipulate their notes dynamically, this feature promotes a structured approach to capturing discussions and helps in further refining ideas post-meeting. The anticipated benefit is that users will experience a more streamlined way of managing thoughts and communicating important points to the team, leading to more actionable outcomes.
Acceptance Criteria: User categorizes sticky notes during a brainstorming session to organize ideas effectively.

Given a user has multiple sticky notes, when they drag a note to a designated category area, then the note should be visibly categorized and removed from its previous location.

User prioritizes sticky notes after a meeting to highlight critical follow-up items.

Given a user can assign priority indicators to sticky notes, when they select a note and assign a priority (like a star or number), then the note should display the assigned priority clearly on the sticky note.

User rearranges sticky notes during a discussion to reflect the current focus of the meeting.

Given a user wants to rearrange sticky notes, when they click and drag a note to a new position, then the note should snap to the new location without lag and maintain its categorization.

User reviews all sticky notes after a meeting to ensure no important points are missed.

Given the meeting has concluded, when the user accesses the sticky notes panel, then they should see all sticky notes, including their categories and priorities, in a clear layout.

Multiple users collaborate on sticky notes during a virtual meeting.

Given multiple users are participating in a meeting, when they create or edit a sticky note, then all participants should see the changes in real time without refreshing the panel.

User saves organized sticky notes after a meeting for future reference.

Given a user has organized their sticky notes, when they choose to save the notes, then the system should save the notes in their current state and allow the user to retrieve them later with all categorizations and priorities intact.

User deletes sticky notes that are no longer needed during a session.

Given a user has selected sticky notes that are no longer relevant, when they click the delete button, then the selected notes should be permanently removed and a confirmation message should appear.

Sticky Notes Sharing

User Story: As a meeting leader, I want to share sticky notes with my team so that everyone can see and contribute to the ideas generated during the session.
Description: The Sticky Notes Sharing requirement allows users to share their sticky notes with other meeting participants in real-time, both during and after meetings. This function provides options for users to share all notes, selected notes, or export them into a format that can be integrated into meeting summaries or action plans. By enhancing collaboration through sharing, users can ensure that everyone involved has access to the same key points, fostering a collective approach to actions and decisions. This is vital for ensuring transparency and accountability in meeting outcomes, and it allows for a more cohesive follow-up process.
Acceptance Criteria: Real-time sharing of sticky notes during a live meeting session.

Given a meeting in progress, when a user creates sticky notes, then they must be able to share those notes with all other participants instantly, and the shared notes should reflect on each participant's panel without delay.

Sharing selected sticky notes after the meeting has concluded.

Given a finished meeting, when a user selects specific sticky notes to share, then they must be able to send those notes to all participants via an integrated email function, with all selected notes included in the message.

Exporting sticky notes in a format suitable for meeting summaries.

Given the need to create a meeting summary, when a user opts to export sticky notes, then the application must allow exporting all notes or selected notes into a commonly used format (e.g., PDF, Word) that maintains the notes' structure and content.

Viewing shared sticky notes by all participants in a meeting.

Given a shared sticky notes panel during a meeting, when any participant accesses the panel, then they must be able to view all sticky notes created and shared by others in real-time, and interaction such as categorization or prioritization must be possible.

Ensuring the visibility of sticky notes for latecomers joining a meeting.

Given a situation where a participant joins a meeting after it has started, when they open the sticky notes panel, then they must be able to view all shared sticky notes created before their arrival, ensuring full context participation.

Allowing users to categorize sticky notes for better organization during discussions.

Given a conference session, when a user creates sticky notes, then they must be able to assign predefined categories to each note and the categorized notes must be sortable and filterable by all participants, enhancing discussion clarity.

Testing the functionality of real-time updates for sticky notes across different devices.

Given different users on various devices connected to the same meeting, when one user updates a sticky note, then the update must reflect on all participants' devices within 3 seconds, confirming synchronization across platforms.

Sticky Notes Integration with Agenda

User Story: As a user of MeetSync, I want my sticky notes to be linked to the meeting agenda so that I can ensure all relevant discussions are captured and organized together.
Description: The Sticky Notes Integration with Agenda requirement involves embedding the sticky notes functionality into the existing meeting agenda structure within MeetSync. This means that as users create or edit sticky notes, those changes are reflected in real time within the meeting agenda, allowing for dynamic updates and better coherence between discussions and note-taking. This integration enhances the overall meeting flow by ensuring that all notes align with agenda items and the overall meeting purpose. The anticipated outcome is to improve meeting efficiency and reduce the fragmentation of information during discussions, ultimately leading to clearer outcomes and action items.
Acceptance Criteria: Users need to create a new sticky note during a scheduled meeting to capture a key discussion point related to an agenda item.

Given a user is in a meeting with an agenda displayed, when they create a new sticky note, then the sticky note should appear in real-time under the corresponding agenda item.

A user wants to edit a sticky note after the meeting has started to update a prioritized task.

Given a sticky note is created and currently displayed in the meeting agenda, when a user edits that sticky note, then the changes should be reflected in real-time in the meeting agenda.

Multiple users collaborate on notes in a meeting to capture ideas effectively.

Given multiple users are in a meeting, when they create or modify sticky notes, then all changes should be visible to every participant within 2 seconds.

A facilitator wants to rearrange sticky notes to reflect the flow of discussion during the meeting.

Given sticky notes are displayed within the meeting agenda, when the facilitator drags and drops a sticky note to a different position, then that change should be updated in real-time for all participants.

After the meeting concludes, a user wants to review how sticky notes aligned with the agenda items.

Given a meeting has concluded, when the user accesses the meeting summary, then all sticky notes should be displayed alongside the corresponding agenda items for easy review.

A user attempts to delete a sticky note during a meeting for clarity on the agenda.

Given a sticky note exists in the meeting agenda, when the user deletes that sticky note, then it should be removed immediately from the agenda for all participants.

During a meeting, a user creates a sticky note that should automatically be categorized based on predefined labels.

Given a user creates a sticky note, when the user assigns a category, then that category should be displayed on the sticky note and remain consistent across all user views in real-time.

Sticky Notes Playback Feature

User Story: As a participant who attends multiple meetings, I want to reference sticky notes alongside meeting recordings so that I can recall discussions accurately and follow-up on key points.
Description: The Sticky Notes Playback Feature requirement allows users to review sticky notes after a meeting in conjunction with the recorded meeting video or audio. This functionality includes timestamping notes to correspond with specific parts of the meeting, enabling users to revisit ideas and discussions in the context of what was said at that time. This feature is crucial for enhancing the utility of sticky notes post-meeting by providing a robust reference point for capturing the nuances of discussions. Users will benefit by being able to conduct more effective follow-ups and maintain continuity in ongoing projects based on the notes taken.
Acceptance Criteria: As a meeting participant, after a session, I want to review the Sticky Notes Panel alongside the recorded meeting video to better understand the context of discussed ideas.

Given the meeting has concluded, when I access the Sticky Notes Playback Feature, then I should see a list of sticky notes associated with their respective timestamps that correspond to the recorded meeting video.

As a meeting organizer, I want to ensure that all sticky notes have corresponding timestamps so that users can easily reference discussions during playback.

Given that sticky notes are created during the meeting, when the meeting concludes, then each sticky note should have a timestamp that reflects the time it was created in the meeting.

As a user, I want to be able to click on a sticky note in the playback view and have the video jump to the time associated with that note for better context.

Given I am viewing the Sticky Notes Playback Feature, when I click on a sticky note, then the video should play from the timestamp associated with that sticky note.

As a participant, I want to ensure that my team can view the same sticky notes during playback to facilitate effective follow-ups.

Given I have created sticky notes during the meeting, when other participants access the playback feature, then they should see the same sticky notes I created during the session.

As a user, I want to ensure that there are no errors when accessing sticky notes during playback to maintain smooth functionality.

Given the meeting has concluded, when I access the Sticky Notes Playback Feature, then there should be no system errors or crashes while viewing the sticky notes in conjunction with the recorded video.

As a participant, I want to be able to edit sticky notes during playback to add additional context or clarifications based on discussions.

Given I am viewing the playback of the meeting, when I select a sticky note, then I should have the ability to edit the text of that sticky note.

As a user, I want to filter sticky notes by categories to view related ideas more easily during playback.

Given I am in the Sticky Notes Playback Feature, when I apply a category filter, then only the sticky notes belonging to that category should be displayed alongside the recorded video.

Brainstorming Timer

The Brainstorming Timer feature introduces a structured approach to idea generation by setting time limits for each brainstorming session. Teams can focus on generating as many ideas as possible within a designated timeframe, promoting urgency and enhancing creativity. This functionality helps keep discussions concise, ensuring efficiency and preventing tangents.

Requirements

Dynamic Time Limit Settings

User Story: As a team leader, I want to adjust the time limits during brainstorming sessions so that I can better manage team dynamics based on the ideas being generated.
Description: The Dynamic Time Limit Settings requirement allows users to customize the duration of brainstorming sessions based on specific needs. Users can set default timers for sessions and adjust the time limit on the fly as discussions evolve. This flexibility will enhance user control over meetings, allowing for adaptability according to the flow of the brainstorming process. Additionally, this feature can be integrated with the calendar scheduling functionality to set reminders for session transitions, improving overall meeting efficiency and user engagement.
Acceptance Criteria: User is in a brainstorming session and wants to customize the time limit for the session quickly based on the flow of discussion.

Given that the user is in a brainstorming session, when they select the option to adjust the time limit, then they can set a new duration that takes effect immediately for the ongoing session.

A team leader wants to establish a default timer for weekly brainstorming sessions to maintain consistency in their meetings.

Given that the user is configuring meeting settings, when they set a default time limit for brainstorming sessions, then this time limit should apply automatically to all future sessions unless changed manually.

During a brainstorming session, a user needs to extend the current time limit as ideas are flowing and more discussion is warranted.

Given that the current timer is running, when the user extends the time limit, then the updated duration is reflected on the timer display, and the session continues without interruption.

The feature must integrate with calendar scheduling to remind users when a brainstorming session is about to transition to the next agenda item.

Given that a brainstorming session has a set time limit, when the timer approaches the end of the specified duration, then a reminder notification is sent to all participants reminding them of the transition to the next agenda item.

Participants want to see the remaining time during a brainstorming session to monitor their idea generation pace.

Given that the brainstorming session is in progress, when users view the session, then they should see a visible countdown of the remaining time on their screens.

User needs to access previous configurations for brainstorming time limits to maintain continuity across sessions.

Given that the user wants to review past settings, when they navigate to the settings menu, then they should see a history of configured time limits for each brainstorming session.

The user wishes to set varying timers for different segments within a single brainstorming session for focused discussions.

Given that the user is managing a brainstorming session, when they create sub-segments with different time limits, then each sub-segment should be independently timed and displayed clearly to participants.

Visual Countdown Timer

User Story: As a participant, I want to see a visual countdown timer during brainstorming sessions so that I can stay aware of the time and contribute effectively without distractions.
Description: The Visual Countdown Timer feature provides a real-time visual representation of the remaining time for brainstorming sessions. This requirement enhances participant awareness and encourages timely contributions without the need for constant verbal reminders. The timer will be prominently displayed on all participants’ screens during the session, creating a sense of urgency and focus. Furthermore, it will include color coding to indicate time elapsed, ensuring that teams can adjust their pace as needed.
Acceptance Criteria: During a brainstorming session, team members need to see the countdown timer displayed prominently on their screens to stay aware of the time remaining for idea generation.

Given a brainstorming session is in progress, When the timer reaches the 10-minute mark, Then the countdown timer should be displayed on all participants' screens with a clear, visible format.

In a remote setup, team members want to ensure the timer is visible regardless of their screen size or orientation during the brainstorming session.

Given team members are using various devices, When the timer is activated, Then it should adjust its size and maintain visibility on any screen dimension without obstruction.

Team members need to understand how much time remains in the brainstorming session at a glance, promoting a productive atmosphere.

Given the countdown timer is active, When participants glance at their screens, Then the timer should use color coding (green for more than half the time, yellow for less than half, and red for the last 2 minutes) to indicate time elapsed.

A team holds multiple brainstorming sessions throughout the workweek and wants to gauge the efficiency of the timer for time management across sessions.

Given that multiple sessions are held, When comparing the number of ideas generated in sessions with and without the timer, Then the average number of ideas generated during sessions with the timer should exceed those without by at least 30%.

A team lead wants to ensure that the timer is not just a visual aid, but also contributes to an accountable and structured idea generation process.

Given the timer is active, When participants use the timer for brainstorming, Then each session's outcomes (number of ideas generated) should be documented and tracked against the duration to assess overall effectiveness.

In a hybrid meeting environment, participants both in-person and remote want real-time interaction and equitable access to the visual countdown timer.

Given a hybrid meeting setup, When the visual countdown timer is displayed, Then it should be accessible in the same format on both in-person screens and on the video conferencing tool used by remote participants.

Pre-Assigned Roles for Brainstorming Sessions

User Story: As a facilitator, I want to assign specific roles to team members in a brainstorming session so that everyone knows their responsibilities and can contribute effectively.
Description: This requirement introduces predefined roles for participants in brainstorming sessions. Users can assign roles like Facilitator, Note-Taker, and Idea Contributor before the session. This structure aids in better organization and ensures that all aspects of the brainstorming process are covered. The role assignments will not only streamline discussions but also establish accountability within the group, leading to a more focused and productive session.
Acceptance Criteria: Roles are assigned before a brainstorming session begins, ensuring all participants know their responsibilities upfront.

Given a user is scheduling a brainstorming session, When the user assigns roles to participants, Then each participant receives a notification specifying their role and responsibilities for the session.

During the brainstorming session, the designated facilitator effectively guides the discussion based on the assigned roles.

Given a brainstorming session has started, When the facilitator actively leads the discussion, Then all participants can see reminders of their roles and responsibilities on the meeting interface.

At the end of the brainstorming session, a summary of contributions is generated, outlining what each role accomplished during the discussion.

Given a brainstorming session has concluded, When the note-taker finalizes the session notes, Then the summary includes a clear breakdown of contributions per role and is made accessible to all participants.

After role assignments, users can modify assigned roles if necessary to adapt to changing dynamics as the meeting progresses.

Given a brainstorming session is in progress, When a user requests to change a participant's role, Then the system successfully updates the role and notifies the affected participant immediately.

Participants can rate the effectiveness of role assignments post-session to enhance future brainstorming activities.

Given a brainstorming session has ended, When participants provide feedback on the role assignments, Then the system aggregates the ratings and suggests improvements for future sessions based on the feedback collected.

The platform tracks attendance and verifies role completion post-session to evaluate accountability.

Given a brainstorming session has taken place, When the user requests a report, Then the system generates a record showing attendance and a checklist indicating whether each role was fulfilled as intended.

User interface clearly displays assigned roles during the brainstorming session to avoid confusion among participants.

Given a brainstorming session is active, When participants view the meeting screen, Then each role is prominently displayed, ensuring all members understand their responsibilities throughout the discussion.

Brainstorming Session Recap Feature

User Story: As a team member, I want a recap of our brainstorming sessions so that I can review the ideas generated and know which action items need to be followed up on.
Description: The Brainstorming Session Recap Feature captures notes and ideas generated during a session, automatically compiling them into a summary report. This requirement ensures that all contributions are recorded and easily accessible post-meeting. The recap can be sent to all participants via email or made available within the MeetSync platform for future reference. This feature enhances accountability, allowing teams to track their creative outputs and follow through on action items arising from brainstorming.
Acceptance Criteria: Brainstorming session recap generation after an idea generation meeting.

Given the brainstorming session has concluded, when the session is finished, then a recap report containing all noted ideas must be generated automatically and stored within the MeetSync platform.

Email distribution of brainstorming recap to session participants.

Given the recap report is generated, when the session organizer selects the email distribution option, then all participants must receive the recap report within 5 minutes of the session ending.

Accessibility of brainstorming session recap within the MeetSync platform.

Given a user has participated in a brainstorming session, when they log into the MeetSync platform, then they must be able to easily locate and access the recap report under their meeting history within 24 hours of the session.

Inclusion of action items in the recap report.

Given that action items were identified during the brainstorming session, when the recap report is generated, then the report must include a clear list of all identified action items assigned to respective participants.

Quality assurance check on the accuracy of the recap report.

Given the session organizer has completed reviewing the recap report, when they confirm its accuracy, then the report must accurately reflect all ideas and action items discussed during the session without any omissions.

User feedback mechanism on the recap feature.

Given a user has accessed their recap report, when they complete the feedback form regarding the report, then their responses must be recorded and available for team review.

Real-time collaboration during brainstorming to support note capturing.

Given the brainstorming session is in progress, when participants suggest ideas, then all ideas must be captured in real-time and reflected in the recap report immediately after the session concludes.

Instant Polling Tool

The Instant Polling Tool enables users to create quick polls and surveys in real-time during meetings. This feature allows participants to vote on various ideas, options, or proposals swiftly, providing immediate feedback that guides collaborative decision-making. By promoting engagement and ensuring every voice is heard, this tool enhances team inclusivity.

Requirements

Real-time Poll Creation

User Story: As a meeting facilitator, I want to create real-time polls during meetings so that I can gather immediate feedback on proposals and keep participants engaged.
Description: The Real-time Poll Creation requirement enables users to swiftly create and launch polls during meetings, allowing for immediate participation and feedback. This functionality is critical as it promotes dynamic engagement among participants and supports collaborative decision-making. The tool should allow customization options for poll questions and answer formats, and should integrate seamlessly with the existing agenda and note features. The ability to create polls in real-time helps ensure that discussions remain relevant and that team members can contribute their opinions on various topics instantaneously, ultimately enhancing the quality and inclusivity of meetings.
Acceptance Criteria: During a scheduled team meeting, the facilitator needs to gauge the team's opinion on a proposed project direction. They decide to use the Real-time Poll Creation feature to create a quick poll that allows team members to vote on their preferred option.

Given the facilitator is in a meeting, when they select the Real-time Poll Creation option and enter a valid poll question and multiple answer choices, then the poll should be launched successfully and visible to all participants.

As a meeting participant, I want to respond to the poll created by the facilitator in real-time, providing my input on the project direction with ease and speed

Given a poll is currently active in the meeting, when I select my preferred answer choice and submit it, then my response should be recorded accurately and reflected in the poll's results immediately.

The meeting agenda includes a topic that requires team consensus. The facilitator prepares a poll using the Real-time Poll Creation feature to capture each participant's choice regarding the topic.

Given a poll has been created and launched during the meeting, when the facilitator requests participants to vote, then the results should be calculated and displayed in real-time after all votes have been cast.

After the voting period concludes, the facilitator wants to review the outcomes of the poll to inform the team's next steps in the discussion based on the results.

Given the poll has ended, when the facilitator accesses the poll results, then all responses should be accurately summarized and easily accessible for review within the meeting notes.

The facilitator encounters a technical issue while trying to launch a poll. They need to understand how to resolve this quickly to maintain meeting flow and engagement.

Given the facilitator attempts to create a poll and encounters an error, when they check for error messages, then the system should provide clear feedback on the issue and suggest corrective actions to resolve the problem.

A participant needs more time to decide which option to choose in the poll and requests an extension of the voting period during the meeting.

Given the poll is currently open, when the facilitator chooses to extend the voting period, then all participants should be notified of the new deadline to respond to the poll.

The team is conducting a retrospective meeting, and the facilitator wants to ensure anonymized feedback through the polling feature to encourage honesty.

Given the Real-time Poll Creation includes an option for anonymizing responses, when the facilitator enables this option during poll setup, then all responses should be collected without revealing individual identities in the results summary.

Anonymous Voting Option

User Story: As a team member, I want the option to vote anonymously in polls so that I can express my views honestly without fear of repercussions.
Description: The Anonymous Voting Option requirement allows participants to cast their votes without revealing their identities, fostering an environment where all voices can be heard without fear of judgment. This feature enhances the integrity of the polling process by encouraging open and honest feedback, especially on sensitive topics. The anonymous feature should be easy to activate for each poll and must ensure data privacy while still collecting valuable insights. This requirement supports the overall aim of inclusivity and transparency within meetings, allowing for a more democratic decision-making process.
Acceptance Criteria: Meeting facilitator wants to create a poll for participants to vote on a sensitive topic during a team meeting, ensuring that participants can express their opinions without revealing their identities.

Given the poll is created, when the facilitator activates the anonymous voting option, then all participant votes are recorded without displaying their identities.

Participants in a meeting are discussing a controversial proposal and the facilitator activates the anonymous voting feature to encourage honest feedback from all attendees.

Given the anonymous voting option is activated, when participants cast their votes, then the system should not log any identifiable information associated with the votes.

A facilitator reviews the results of a poll created with the anonymous voting option after the meeting has concluded to assess team sentiment on a sensitive issue.

Given the poll results are displayed, when the facilitator retrieves the data, then the results must present the total number of votes without linking them to individual participants.

During a team meeting, participants should easily access the option to cast their votes anonymously to ensure they feel safe expressing their opinions.

Given the voting interface is visible, when a participant selects the anonymous voting option, then they must be able to cast their vote without seeing any identifying information about other participants' votes.

After a meeting, the facilitator wants to ensure that the anonymous voting feature complies with data privacy regulations while collecting insights.

Given the meeting has concluded, when the facilitator reviews the polling data, then all usage of anonymous voting must adhere to relevant data privacy standards without compromising participant confidentiality.

Facilitator is preparing for a meeting where multiple polls will be conducted and needs to ensure anonymity is the default setting for all polls created during that session.

Given the polling options are set up, when the facilitator selects the option to make anonymous voting the default for all new polls, then each new poll must automatically enable anonymous voting unless manually changed.

Instant Results Display

User Story: As a meeting participant, I want to see the results of polls immediately after voting so that I can understand the group’s perspective and adjust my contributions accordingly.
Description: The Instant Results Display requirement provides users with immediate visibility of poll results following voting, facilitating real-time discussion and decision-making. This feature is essential for maintaining momentum during meetings, as participants can quickly see the outcomes of their votes. The results should be presented in an easy-to-understand format, such as charts or graphs, and should be displayed directly within the meeting interface for convenience. This functionality enhances engagement and encourages further dialogue based on the immediate feedback from the team.
Acceptance Criteria: Real-time display of poll results during a team meeting to facilitate immediate discussion and decision-making.

Given that the poll is active, when participants submit their votes, then the results are displayed in real-time within the meeting interface.

Users need to view polling results immediately after voting to assess team consensus.

Given that voting has ended, when the results are generated, then they should be presented in a clear and visually appealing format such as charts or graphs.

In a large team meeting, participants want to see how their votes compare to others.

Given that multiple participants have voted, when the results are displayed, then the results should include the percentage of votes for each option alongside the total number of votes.

Meeting organizers require the ability to review poll results after the meeting for documentation and follow-up actions.

Given that a poll has been conducted, when the meeting ends, then the poll results should be stored and accessible for future reference in the meeting summary document.

Participants should have a way to verify the integrity of the polling process during a live meeting.

Given that a poll has been conducted, when the results are displayed, then there should be a timestamp indicating when the poll was created and when voting ended to ensure transparency.

Engagement is essential, and users want to feel their votes are counted in real-time discussions.

Given that a poll is in progress, when participants review the results, then they should see incremental updates to results reflected dynamically as votes are cast, without needing to refresh the page.

Poll Results Analytics

User Story: As a project manager, I want to analyze poll results after meetings so that I can gain insights into team sentiments and improve future decision-making.
Description: The Poll Results Analytics requirement involves providing deeper insights and analysis of poll results post-meeting. This feature allows users to generate reports that analyze voting patterns, participant engagement levels, and overall sentiment within the group. The analytics should integrate with the existing note-taking system to capture relevant comments and discussions linked to the votes. This capability not only aids in understanding group dynamics better but also helps in refining future polls and meetings based on previous feedback, ultimately enhancing decision-making processes in the organization.
Acceptance Criteria: As a meeting facilitator, I want to analyze poll results after the meeting to understand participant engagement and sentiment better, enabling data-driven decisions in future meetings.

Given the poll results are tallied, when I access the analytics dashboard, then I should see a comprehensive report that includes voting patterns, participant engagement levels, and overall sentiment analysis.

As a team member, I want to view the comments linked to specific poll votes to understand the context behind the decisions made during the meeting.

Given the poll results are analyzed, when I click on a specific poll result, then I should be able to see all comments associated with that vote displayed in a clear format.

As a project manager, I want to benchmark engagement levels across multiple meetings to identify trends and areas of improvement in team participation.

Given that multiple poll analyses are available, when I select the comparison feature, then I should be able to generate a report that compares engagement levels across different meetings over time.

As a user, I want the analytics reports to be exportable in different formats (e.g., PDF, CSV) so that I can share them easily with stakeholders who were not present in the meeting.

Given that I am on the analytics report page, when I select the export option, then I should be able to download the report in my desired format (PDF or CSV) without errors.

As a facilitator, I want to correlate poll results with meeting notes to enhance understanding of how discussions influenced decisions made during the poll.

Given that the notes and poll results are integrated, when I view the poll results, then I should see references to specific notes or discussion points that relate to each poll option.

As a system administrator, I want to ensure that the Poll Results Analytics feature complies with data privacy regulations, ensuring user data is handled securely and ethically.

Given that the analytics feature is live, when I review the data handling processes, then I should find that all user data is anonymized and handled according to applicable data privacy guidelines and regulations.

As a user, I want to receive notifications when the poll results analysis is completed so that I can review the insights promptly after the meeting.

Given that the poll has been closed, when the analysis is completed, then I should receive a notification via email indicating that the poll results analytics are ready for review.

Multi-Option Polls

User Story: As a facilitator, I want to create multi-option polls so that I can gather more comprehensive feedback from participants on various topics.
Description: The Multi-Option Polls requirement enables users to create polls that allow participants to select multiple answers rather than just one. This functionality is important for gathering nuanced feedback where multiple options may be valid, such as ranking preferences or selecting all applicable choices. The tool should be designed to easily adjust the settings of each poll to allow for single or multiple responses as needed. This flexibility enhances the depth of information collected during voting and supports a more thorough understanding of team preferences and opinions.
Acceptance Criteria: Creating a Multi-Option Poll for Feedback During a Team Meeting

Given the user is in a meeting, when they create a poll allowing multiple selections, then participants should be able to select more than one option before submitting their vote.

Editing Poll Settings for Options and Responses

Given the user has created a multi-option poll, when they edit the poll settings, then they must be able to toggle between single and multiple response options without error.

Viewing Results of a Multi-Option Poll in Real-Time

Given the participants have submitted their votes, when the poll results are displayed, then the display should accurately reflect the number of votes per option in real-time.

Ensuring Mobile Compatibility of Multi-Option Polls

Given a user is participating in a meeting via mobile, when they access a multi-option poll, then they should be able to vote seamlessly without interface issues regardless of device.

Providing Accessible Options for Diverse Team Members

Given a multi-option poll is presented, when it is created, then it should contain accessibility features (like screen reader compatibility) to ensure all team members can participate.

Notification of Poll Participation to All Users

Given a multi-option poll is created during a meeting, when the poll is initiated, then all participants should receive instant notifications to encourage their participation immediately.

Seamless Calendar Integration

User Story: As a meeting organizer, I want the polling tool to integrate with my calendar so that I can schedule polls during the most convenient times for participants.
Description: The Seamless Calendar Integration requirement ensures that the Instant Polling Tool can easily access participants’ calendars to schedule polls at the most opportune times during meetings. This feature will utilize existing calendar integrations to suggest optimal moments for conducting polls when most participants are available and attentive. By connecting scheduling with polling, businesses can increase participation rates and the overall effectiveness of their polling processes. This requirement is crucial for maximizing team engagement and ensuring that polling is done at the right time.
Acceptance Criteria: User schedules a meeting with available participants and wants to create a poll during the meeting using the polling tool.

Given a scheduled meeting with participants' availability, when the user initiates the poll creation feature, then the tool should display suggested times for polling based on participant availability.

A user wants to create a poll during a meeting after reviewing the agenda and ensuring alignment with meeting topics.

Given a meeting agenda that includes relevant topics, when the user activates the Instant Polling Tool, then the tool should automatically link to the meeting agenda to suggest poll topics relevant to the current discussion.

The meeting is ongoing, and the host wants to gather immediate feedback from participants on a decision.

Given an active meeting, when the host launches a poll, then participants should receive the poll notification in real-time, and responses should be captured instantly to reflect the results in the meeting interface.

A participant is unavailable during a meeting and wants to view the poll results that were collected during their absence.

Given a participant who missed the meeting, when they access the meeting summary, then the poll results should be included with the notes and any recorded discussions accessible to them.

The company has a recurring meeting and needs consistent polling to gauge participant feedback over time.

Given a recurring meeting schedule, when the user creates a recurring poll, then the Instant Polling Tool should automatically generate and schedule polls for each meeting instance, allowing adjustments as necessary.

The host wants to understand participant engagement in response to polls over multiple meetings.

Given multiple previous meeting polls, when the host accesses poll analytics, then the tool should provide a visual representation of engagement levels and trends for each poll conducted.

Shared File Repository

The Shared File Repository offers a centralized location for all files, documents, and resources relevant to the collaboration. Participants can upload and access important materials directly within the Virtual Collaboration Room, enhancing organization and reducing the need for external file-sharing tools. This feature streamlines access to vital information and supports seamless collaboration.

Requirements

Centralized Uploading

User Story: As a team member, I want to upload files directly into the Shared File Repository so that all participants can easily access important documents during our meetings without having to rely on external tools.
Description: The Centralized Uploading requirement allows users to efficiently upload files, documents, and resources directly into the Shared File Repository. This functionality is crucial for ensuring that all meeting participants have access to essential materials in one place, thereby eliminating the need for external file-sharing services and enhancing overall organization. By streamlining the uploading process, this feature enhances collaboration by making it easier for users to retrieve documents during meetings without wasting time searching through multiple sources. Furthermore, it supports various file formats to cater to different types of documents relevant to meetings, ensuring inclusivity and flexibility for all users.
Acceptance Criteria: File Uploading in a Meeting Setting

Given a meeting is scheduled, When a user uploads a file to the Shared File Repository during the meeting, Then the file should be available for all meeting participants to access immediately without any delay.

Support for Multiple File Formats

Given a user wishes to upload a document, When the user selects a file to upload, Then the system should accept the following file formats: .pdf, .docx, .pptx, .xlsx, and .jpg without any errors.

Notification of Successful Upload

Given a user uploads a file to the Shared File Repository, When the upload is completed, Then the user should receive a notification confirming the successful upload of the file.

File Accessibility Post-Upload

Given a file has been uploaded to the Shared File Repository, When another user attempts to access the file, Then the file should be retrievable without any errors in less than 2 seconds.

Version Control for Uploaded Files

Given a user uploads a new version of a file, When the previous version still exists, Then the new version should replace the old version while keeping a history log of past uploads.

User Permissions for File Management

Given a user has upload permissions, When they attempt to modify file settings of the uploaded document, Then they should be able to successfully edit the permissions to include or exclude other participants as needed.

Error Handling on Failed Uploads

Given a user attempts to upload a file that exceeds the size limit, When the upload fails, Then the user should receive a clear error message explaining the limitation and suggesting possible actions.

Version Control Tracking

User Story: As a project manager, I want to see the version history of files in the Shared File Repository so that I can track changes and ensure that all team members are using the latest document versions during our meetings.
Description: The Version Control Tracking requirement ensures that users can keep track of different versions of documents uploaded to the Shared File Repository. This feature is vital as it allows users to maintain a history of changes, making it easier to revert to previous versions if necessary or to understand the evolution of a document over time. It promotes transparency and accountability within teams, as members can view who made changes and when. This capability significantly enhances collaboration by ensuring that everyone is working with the most up-to-date information, thereby reducing confusion during discussions and decision-making processes.
Acceptance Criteria: User uploads a document to the Shared File Repository and subsequently checks the version history to ensure proper version control tracking.

Given a user uploads a document, when they access the version history, then they should see a list of all versions with timestamps and the names of users who made changes.

A user reverts to a previous version of a document from the version history in the Shared File Repository.

Given a user selects a previous version of a document, when they confirm the revert action, then the document should replace the current version with the selected version and a notification should be sent to all participants.

Two users edit the same document simultaneously and save their changes in the Shared File Repository.

Given two users make changes to the same document, when they save their edits, then the system should create a new version for each edit and notify both users of the version update along with a summary of changes made.

A team member needs to review changes made to a document over time in the version history.

Given a user opens the version history of a document, when they select a version, then they should see a side-by-side comparison of the current and previous versions highlighting the differences.

A user attempts to delete a document version from the version history in the Shared File Repository.

Given a user tries to delete a version, when they confirm the deletion, then the system should prompt a warning message and require confirmation before the version is removed from the history.

An administrator wants to ensure that all document changes are logged accurately for compliance purposes.

Given an admin user accesses the logs, when they review the version control logs, then they should see a complete and detailed log of all version updates, including user actions, timestamps, and descriptions of changes.

Search and Filter Functionality

User Story: As a team member, I want to search for documents in the Shared File Repository using keywords so that I can quickly find the files I need for our meeting discussions.
Description: The Search and Filter Functionality requirement enables users to efficiently locate specific documents within the Shared File Repository using keywords, tags, or other filters. This capability is essential for enhancing user experience by saving time during meetings. Users can quickly find and access pertinent files relevant to the agenda, thereby increasing the productivity of discussions. The implementation of advanced filtering options ensures that users can narrow down search results based on various criteria, facilitating easier access to vital information and improving overall meeting efficiency.
Acceptance Criteria: User searches for a document related to a specific project in the Shared File Repository prior to a meeting to prepare the agenda.

Given the user enters keywords related to the project into the search bar, when they press Enter, then the system displays a filtered list of documents that match the keywords within 2 seconds.

A user wants to find documents by applying tags for better organization while collaborating in the Virtual Collaboration Room.

Given the user selects predefined tags from a dropdown menu, when they submit the filter, then the system returns documents that are tagged with the selected criteria without displaying unrelated files.

During a meeting, a participant needs to retrieve a specific file quickly to address a discussion point.

Given the user is in the Shared File Repository during a virtual meeting, when they use the filter options (date, document type) to narrow their search, then the system should present relevant files in less than 5 seconds.

The meeting host requires access to a specific document type frequently reviewed in meetings.

Given the user filters the search results by document type (e.g., presentations), when they apply the filter, then the system should sort and display the most relevant documents at the top of the search results.

A team member is looking for a document shared in past meetings using a specific date range.

Given the user enters a start and end date in the filter settings, when they execute the search, then the system returns files shared specifically within that date range, ensuring no relevant files are omitted.

A participant wants to quickly find all collaborative notes taken in previous meetings.

Given the user searches with the keyword 'notes', when they hit search, then the system should return all documents containing the word 'notes' in their title or content, highlighting the search term.

A user seeks to retrieve documents related to different teams or departments for an upcoming cross-functional meeting.

Given the user selects filters for different departments in the filter settings, when they submit the search, then the system should return documents corresponding to all selected departments, ensuring comprehensive access to materials.

Integrative Collaboration Tools

User Story: As a team leader, I want to integrate cloud storage services with the Shared File Repository so that my team can access all relevant files from different platforms without manually uploading them.
Description: The Integrative Collaboration Tools requirement involves integrating third-party applications such as cloud storage services (e.g., Google Drive, Dropbox) into the Shared File Repository. This feature allows users to link external documents or files directly into the repository without needing to upload copies, enhancing accessibility and reducing redundancy. By facilitating direct integration, teams can work seamlessly with documents stored in external platforms, expanding the repository's utility and accommodating various user preferences and workflow styles.
Acceptance Criteria: User links a Google Drive document to the Shared File Repository during a collaborative meeting.

Given a user is in the Shared File Repository, when they select 'Link External Document' and choose a Google Drive file, then the document should appear in the repository without being uploaded as a copy.

A participant accesses a previously linked Dropbox file from the Shared File Repository during a project update.

Given a user is in the Shared File Repository, when they click on a linked Dropbox file, then it should redirect them to the Dropbox interface and open the document successfully without errors.

Multiple users upload different file types into the Shared File Repository and link them to their respective cloud storage accounts.

Given multiple users in the Shared File Repository, when they each link files from various cloud storage services, then all files should be accessible in the repository and include appropriate icons to indicate their source platform.

An admin reviews and manages linked external documents for a project within the Shared File Repository.

Given an admin is logged into the Shared File Repository, when they navigate to the management section, then they should be able to see all linked documents, their sources, and the option to remove any links if necessary.

User receives a notification when a linked file is updated in the external storage service.

Given a user has linked a file from Google Drive, when that file is updated, then they should receive a notification in the Shared File Repository indicating the file has been modified.

A team member collaborates on a document linked from OneDrive without downloading it.

Given a document is linked from OneDrive, when a team member opens the file in the Shared File Repository, then they should be able to edit the document in real-time within the repository interface.

Real-time Collaboration Editing

User Story: As a meeting participant, I want to collaboratively edit documents in real-time during our sessions so that we can make decisions and adjustments on the fly without needing to send files back and forth.
Description: The Real-time Collaboration Editing requirement allows multiple users to simultaneously edit documents stored in the Shared File Repository. This capability transforms how teams collaborate, enabling real-time feedback and modifications during meetings. Users can see changes made by others instantly, enhancing engagement and teamwork. This feature supports a more dynamic and interactive meeting environment, leading to faster decision-making and more effective brainstorming sessions.
Acceptance Criteria: Users can collaborate in real-time on a document during a scheduled meeting, with changes visible instantly to all participants.

Given that multiple users are editing the same document, When User A makes a change, Then User B should see that change reflected within 2 seconds.

Participants can leave comments on specific sections of a document during live edits to provide feedback or suggestions.

Given that a user is editing a document, When they select text and add a comment, Then the comment should be visible to all users in real-time with the user's name and timestamp.

Updates made by users while editing the document are automatically saved without user intervention.

Given that multiple users are editing a document, When User C makes changes, Then those changes should automatically save and be accessible to all users without needing a manual save action.

Users can see a history of changes made to the document during the real-time collaboration session, allowing them to track modifications.

Given that real-time collaboration is occurring, When a user requests the change history, Then a list of changes with timestamps and user names should be displayed.

Participants should be able to revert to a previous version of the document during or after the meeting if needed.

Given that users are collaborating on a document, When User D requests to revert to an earlier saved version, Then the document should return to that version with all users notified of the change.

The platform supports a maximum number of concurrent users editing the same document without performance degradation.

Given that 10 users are editing a document simultaneously, When they make changes, Then the document should remain responsive, with no noticeable lag or performance issues for any user.

Virtual Breakout Groups

The Virtual Breakout Groups feature allows users to split the main session into smaller, focused discussions. Facilitators can easily assign participants to different rooms for targeted brainstorming or problem-solving sessions, and later reunite to share insights. This capability encourages deeper engagement and ensures that all voices are heard in both large and small group settings.

Requirements

Breakout Room Creation

User Story: As a meeting facilitator, I want to create virtual breakout rooms during a meeting so that participants can engage in focused discussions and collaborate more effectively in smaller groups.
Description: The Breakout Room Creation requirement allows facilitators to easily create and manage virtual breakout rooms within the MeetSync platform. This functionality should provide an intuitive interface for defining the number of rooms, assigning participants, and setting specific objectives for each session. Users should be able to customize room names and add relevant context for discussions. The feature will enhance user experience by ensuring that breakout sessions are well-organized, allowing for focused discussions and maximizing the value derived from each session's agenda.
Acceptance Criteria: Facilitators need to create breakout rooms for a meeting where participants will engage in targeted discussions on specific topics, ensuring that everyone can voice their opinions in a smaller setting.

Given a meeting is scheduled, when the facilitator selects the 'Create Breakout Rooms' option, then the system should display an interface to define the number of rooms, assign participants, and set objectives for each breakout room.

A facilitator wants to customize breakout room names to reflect the discussion topics and provide context for participants before they enter their assigned rooms.

Given the breakout rooms have been created, when the facilitator inputs custom names for each room and adds context, then the names and context should be saved correctly and visible to all participants.

After creating breakout rooms, the facilitator needs to assign participants to specific rooms to facilitate focused discussions effectively.

Given the breakout rooms are set up, when the facilitator assigns participants to each room, then each participant should receive a notification with their assigned room and a link to join.

During the meeting, the facilitator must ensure all participants can join their respective breakout rooms without technical issues.

Given participants are assigned to breakout rooms, when the meeting starts, then each participant should be able to join their designated room without encountering errors or delays.

Following the breakout sessions, the facilitator wants to gather feedback from all participants regarding the effectiveness of the discussions held in each room.

Given the breakout sessions have concluded, when participants are reunited in the main session, then they should be prompted to provide feedback on the discussions and share insights from their breakout rooms.

The facilitator plans to review the breakout rooms' session objectives and notes to assess engagement and outcomes for future meetings.

Given the breakout discussions have occurred, when the facilitator retrieves the session records, then the objectives set for each breakout room and any notes generated should be accessible and clearly organized.

Participant Assignment

User Story: As a meeting facilitator, I want to assign participants to different breakout rooms based on their expertise so that I can facilitate more productive and relevant discussions in each session.
Description: The Participant Assignment requirement enables facilitators to quickly assign participants to specific breakout rooms based on their expertise or topics of interest. This functionality should allow for manual assignment as well as automated algorithms that can suggest assignments based on participant profiles and preferences. Additionally, facilitators should have the ability to shuffle participants between groups during or after sessions to ensure varied interactions and discussions.
Acceptance Criteria: Facilitator Manually Assigns Participants to Breakout Rooms for a Workshop Session

Given a facilitator has a list of participants and their expertise, When the facilitator selects specific participants and assigns them to breakout rooms, Then participants should receive a notification and the corresponding breakout room should reflect the newly assigned participants.

Automated Assignment of Participants Based on Profiles and Preferences

Given participant profiles include their areas of expertise and interests, When the facilitator initiates the automated assignment feature, Then participants should be assigned to breakout rooms according to their profiles, and the assignments should be displayed in the meeting interface.

Facilitator Shuffles Participants During a Live Session

Given participants are currently engaged in a breakout room session, When the facilitator chooses to shuffle participants, Then all participants should be randomly reassigned to different breakout rooms without losing the current session context, and they should receive updated room notifications.

Real-time Reflection of Participant Assignments in Breakout Rooms

Given that participants are assigned to specific breakout rooms, When a participant logs into the meeting platform, Then they should see their assigned breakout room and any changes made in real-time reflected in their interface.

Facilitator Reviews and Adjusts Breakout Groups After the Session

Given that a breakout session has concluded, When the facilitator reviews the performance and engagement of each breakout group, Then they should have the option to adjust assignments or create new groups for future sessions based on insights.

Participant Feedback on Breakout Group Assignments

Given participants have completed breakout sessions, When they submit feedback regarding their assigned groups, Then the feedback should be collected and anonymized for the facilitator to review and improve future group assignments.

Integration with Calendar for Scheduling Breakout Sessions

Given a scheduled meeting with breakout rooms, When the facilitator accesses the meeting details, Then the calendar should display breakout sessions along with their respective assignments and times, ensuring synchrony for all participants.

Room Reunification

User Story: As a participant, I want to receive notifications when it’s time to return to the main meeting after my breakout session so that I can smoothly transition and share my insights without missing important discussions.
Description: The Room Reunification requirement ensures a seamless transition for participants from their breakout sessions back to the main meeting. This functionality should include automated notifications that alert participants when it’s time to reconvene, as well as a simple interface for facilitators to manage this transition. Room Reunification will enhance the meeting flow by minimizing disruptions and maintaining participant engagement throughout the session.
Acceptance Criteria: Users are in breakout groups discussing key agenda items. As the time for the breakout sessions approaches, the system sends notifications to all participants about the upcoming reunification with the main meeting.

Given participants in breakout groups, When the predefined time for reunification is reached, Then all participants receive a notification alerting them to return to the main meeting.

Facilitators are managing a meeting with breakout sessions. They need to ensure that the transition back to the main meeting is seamless and timely for all participants.

Given the facilitator is in control of the meeting, When the time for reunification is initiated by the facilitator, Then the system provides a one-click option to reunite all participants from the breakout groups to the main meeting.

During a meeting, participants may lose track of time in their breakout sessions and require a visible countdown or reminder showing how much time is left before they need to return to the main session.

Given that participants are in breakout groups, When the countdown to reunification is active, Then each participant sees a timer indicating the remaining time before they must return to the main meeting.

Facilitators need to confirm and manage participant attendance during the breakout sessions, especially during the reunification process.

Given the breakout sessions are active, When the participants return to the main meeting, Then the system automatically tallies attendance and provides a report to the facilitator showing who returned and who did not.

Users are engaged in productive discussions in breakout rooms, but they should be prompted to provide feedback about the transition process to improve future meetings.

Given participants have completed their breakout discussions, When they reunite in the main meeting, Then they are prompted with a feedback form regarding their experience during the breakout sessions.

In order to maintain engagement, users should have the ability to request a short extension for their breakout discussions before being reunited with the main meeting.

Given participants are in a breakout session, When they request an extension before the reunification time, Then the facilitator can easily approve or deny their request via an interface option.

Insights Sharing Mechanism

User Story: As a breakout group participant, I want to share our group's conclusions with the entire meeting so that all attendees can benefit from our discussions and insights.
Description: The Insights Sharing Mechanism requirement allows participants to compile and present key takeaways and actionable insights from their breakout discussions. This feature should enable each group to prepare a summary or share key points back into the main session, fostering collaboration and knowledge sharing. The system should support multiple formats, including text, images, and files, ensuring that all insights are effectively communicated.
Acceptance Criteria: Participants have completed their breakout discussions in separate virtual rooms primarily focused on brainstorming solutions to a challenge. As the session reconvenes, each group prepares to share their insights with the main session audience.

Given that the participants are in the main session and have previously split into breakout groups, when a group presents their insights, then the presentation should include text summaries, images, and uploaded files as required, and be comprehensible to all attendees.

During a virtual meeting, a facilitator assigns participants to different breakout groups to discuss specific topics. After the discussion, they need to compile their insights and share them back in the main session without technical difficulties.

Given that each breakout group has completed their discussion, when they attempt to submit their compiled insights, then the system should allow them to attach multiple formats (text, images, files) without errors, and all insights should be accessible by the facilitator and participants in the main session.

In a large virtual meeting, the facilitator wants to ensure that each group has a time limit to prepare and present their insights back to the main session, encouraging efficient communication and deliberate focus on key takeaways.

Given that a breakout session has a predefined time limit, when the time expires, then each group must automatically be prompted to finalize their insights and transition seamlessly back to the main session for presenting their takeaways.

After the main session resumes, participants from different breakout groups need to view and compare insights to identify common themes or differing perspectives effectively.

Given that insights have been shared in the main session, when the participants request to view all insights from the breakout groups, then the system should display a consolidated view that categorizes insights by groups and allows filtering for specific themes or topics.

To facilitate the following up on actionable insights from breakout discussions, the facilitator needs to ensure that all insights can be easily exported and shared with all attendees.

Given that all insights have been compiled from each breakout group, when the facilitator requests an export, then the system must enable an export option to download the insights in a commonly used format (e.g., PDF, CSV) that includes all submitted text, images, and attached files.

User Feedback Collection

User Story: As a meeting participant, I want to provide feedback on the breakout sessions so that my suggestions can help improve future meetings.
Description: The User Feedback Collection requirement enables collection of feedback from participants regarding the effectiveness of the breakout sessions. Facilitators should be able to gather insights on the structure, duration, and content of the discussions through quick surveys or feedback forms integrated into the MeetSync platform. This feedback will be essential for continuous improvement of breakout sessions and overall meeting effectiveness.
Acceptance Criteria: User Feedback Collection for Breakout Sessions

Given a facilitator has conducted a breakout session, when they choose to collect feedback, then a feedback form should be presented to all participants promptly after the session ends.

Effectiveness of Feedback Metrics

Given participants complete the feedback form, when the facilitator reviews the feedback, then they should see an average effectiveness rating of at least 4 out of 5 for the breakout session.

Survey Customization Options for Facilitators

Given a facilitator is creating a feedback form, when they access the customization options, then they should be able to add, remove, and modify questions in the feedback survey to fit their needs.

Integration with MeetSync Dashboard

Given feedback has been submitted by participants, when the facilitator accesses the MeetSync dashboard, then they should see a summary of the feedback data visualized in an easy-to-read format, including key metrics and comments.

Timeliness of Feedback Collection

Given the timing of the breakout session, when the feedback collection form is initiated, then it must be accessible to participants within 5 minutes after the session concludes.

Accessibility of Feedback Forms

Given that participants may have varying levels of technological proficiency, when they open the feedback form, then it should be easily navigable and compliant with accessibility standards, ensuring all participants can provide input without barriers.

Response Rate Tracking

Given the feedback collection process, when the facilitator checks response statistics, then they should see a response rate of at least 75% from participants within the first 24 hours after the feedback form is distributed.

Real-Time Chat Functionality

The Real-Time Chat Functionality integrates a chat feature within the Virtual Collaboration Room, enabling participants to communicate instantaneously during sessions. Users can share thoughts, feedback, and resources without disrupting the ongoing discussion. This feature fosters continuous dialogue and encourages quieter participants to engage more readily.

Requirements

Instant Chat Notifications

User Story: As a meeting participant, I want to receive instant notifications for new chat messages so that I can stay involved in the discussion without having to constantly check the chat window.
Description: The Instant Chat Notifications requirement outlines the need for real-time alerts that notify users whenever a new message is sent in the chat functionality during meetings. These notifications are crucial for ensuring that participants do not miss critical commentary or feedback and can respond promptly, enhancing engagement and communication flow. By integrating this function, MeetSync will ensure all participants are actively involved without needing to constantly monitor the chat window, promoting a more cohesive meeting experience.
Acceptance Criteria: User receives a notification for every new chat message during an ongoing meeting.

Given I am in an active meeting with chat enabled, when a new message is sent in the chat, then I should receive an instant notification prompting me to view the message.

User can enable or disable chat notifications based on their preference during meetings.

Given I have access to the chat settings, when I choose to enable or disable notifications, then my preference should be applied immediately for all future meetings.

User can see a preview of the message content in the notification without leaving the meeting interface.

Given I receive a chat notification, when I view the notification, then it should display a preview of the message content within the alert.

Users receive a visual indicator of unread messages in the chat functionality during a meeting.

Given I am in an active meeting, when a new message arrives, then the chat icon should show a badge with the count of unread messages until I view them.

Notification settings can be customized per meeting type (e.g., formal vs. informal).

Given I am scheduling a meeting, when I set up the notification preferences for the chat, then I should be able to choose different settings for different meeting types.

User receives a sound alert for new chat messages while sharing their screen during the meeting.

Given I am sharing my screen during a meeting, when a new chat message is received, then I should hear a sound alert indicating the arrival of a new message without losing focus on my presentation.

Chat Message History

User Story: As a meeting participant, I want to access chat message history so that I can refer back to important points discussed during the meeting that I may have missed or want to revisit later.
Description: The Chat Message History requirement mandates the capability of storing and displaying past chat messages from virtual meetings. This feature is crucial for providing participants access to previous discussions for reference, clarifying misunderstandings, and ensuring no critical information is forgotten. It allows users to scroll back through the chat log and retrieve essential points, significantly enhancing the utility of the chat feature within MeetSync.
Acceptance Criteria: User retrieves previous chat messages during a follow-up meeting to reference important points discussed in the last session.

Given the user is in a virtual meeting, when they scroll through the chat message history, then they should be able to see a complete chronological list of all messages from previous meetings.

A participant wants to refer back to a specific piece of information shared in chat during a recent meeting.

Given the user searches for a keyword in the chat message history, when they enter the keyword, then they should be able to see a filtered list of chat messages containing that keyword.

Team members need to verify decisions made in the last meeting by reviewing chat discussions.

Given the user accesses the chat message history, when they check the timestamps of the messages, then they should find messages that correspond with the scheduled time of the last meeting.

A new participant joins the meeting late and needs to catch up on the chat discussions that occurred before their arrival.

Given the participant joins the meeting, when they access the chat message history, then they should be able to view all messages sent prior to their joining time.

The meeting facilitator wants to ensure that chat functionalities are working correctly for future meetings.

Given the facilitator initiates a test meeting, when they send messages to the chat, then they should see those messages reflected in the chat message history in real-time and also stored afterwards for future reference.

Participants are discussing project updates and want to ensure that all relevant messages are saved for later review.

Given the chat messages are being exchanged during the meeting, when the meeting ends, then all messages should be automatically saved and retrievable from the chat message history.

Users need to highlight specific messages in the chat for clarity or follow-up action during a brainstorming session.

Given a user accesses the chat message history, when they select a message, then they should have the option to pin or mark that message for easy reference later.

Emoji and Reaction Support

User Story: As a meeting participant, I want to express my reactions using emojis and predefined responses so that I can communicate my feelings about the discussion without interrupting the flow of the meeting.
Description: The Emoji and Reaction Support requirement introduces a feature that enables users to express their sentiments and reactions quickly during meetings through emojis and predefined reactions. This functionality encourages engagement, makes communication more dynamic, and allows participants, especially those less vocal, to contribute to the conversation visually. By allowing instant reactions, the chat functionality in MeetSync can better reflect participant engagement and sentiment in real time.
Acceptance Criteria: Users want to express their feelings during a meeting by sending emojis in the chat to provide instant feedback to presenters and engage more actively.

Given that the user is in an active meeting, when they select an emoji from the emoji picker, then the selected emoji should be sent to the chat and displayed for all participants to see in real time.

During a meeting, participants wish to use predefined reactions to communicate non-verbally, making the discussion more dynamic without interrupting the flow of conversation.

Given that the user is participating in a virtual meeting, when they click on a predefined reaction button, then the reaction should be instantly visible to all participants in the chat window alongside the user's name.

In a meeting, a participant wants to ensure their reaction is acknowledged during a discussion while avoiding distractions caused by verbal interruptions.

Given that a participant has reacted using an emoji, when the meeting continues, then the emoji reaction should remain visible in the chat until the end of the meeting unless deleted by the user.

Users in a meeting require visual feedback on the engagement levels of all participants during discussions, particularly when evaluating diverse opinions.

Given that the meeting is in progress, when multiple participants use emoji reactions, then a summary view of the emojis used should be displayed next to the chat for quick reference to participant sentiment.

When users need to customize their reaction options to express unique sentiments beyond predefined emojis, they should have the ability to create custom reactions.

Given that the user accesses the emoji settings during a meeting, when they create and save a custom emoji, then it should be available for use in the current session's chat functionality.

To enhance clarity in use, participants want tooltips or a guide on how to effectively use emojis and reactions during meetings for better engagement.

Given that the user hovers over the emoji and reaction icons in the chat interface, then a tooltip should appear explaining the functionality and providing usage tips.

File Sharing Integration

User Story: As a meeting participant, I want to share files within the chat during the meeting so that I can provide relevant resources in real time without leaving the conversation.
Description: The File Sharing Integration requirement focuses on enabling users to share files directly within the chat functionality during meetings. This includes documents, images, and links, facilitating easier access to relevant materials without leaving the chat window. This feature is essential for collaboration, as it allows participants to quickly share necessary resources in real time, enhancing productivity and making discussions more effective.
Acceptance Criteria: File Sharing during Meeting Discussions with Team Members

Given a user is in a Virtual Collaboration Room during a meeting, when the user selects a file and clicks the 'Share' button, then the file should be instantly uploaded and visible to all participants in the chat without delay.

File Type Compatibility and Restriction

Given a user attempts to share a file in the chat, when the file type is an acceptable format (e.g., .docx, .pdf, .jpg), then the file should be successfully shared. Conversely, if the file type is unsupported, the system should provide a clear error message indicating the restriction.

Chat Interaction with Shared Files

Given a participant shares a file in the chat, when another participant clicks on the file link, then the file should open in a new window or tab, allowing for easy review without exiting the meeting interface.

Notification for Shared Files in Chat

Given that a user has shared a file in the chat during the meeting, then all participants should receive a notification alerting them to the new file share, ensuring awareness among all attendees.

Multiple File Sharing Capability

Given a user wants to share multiple files at once, when the user selects multiple files and clicks the 'Share' button, then all selected files should be uploaded and visible in the chat simultaneously without errors.

Search Functionality for Shared Files

Given that multiple files have been shared during a meeting, when a participant uses the search bar within the chat to find a specific file, then the relevant files should be listed according to the search query, facilitating quick access to shared materials.

File Access Permissions

Given that a file has been shared in the chat, when a user tries to download the file, then the system should check and confirm that the user has permission to access it before allowing the download.

Inline Links and Mentions

User Story: As a meeting participant, I want to mention other participants and share links directly in the chat so that I can engage them directly and provide relevant resources without confusion.
Description: The Inline Links and Mentions requirement ensures that users can tag other participants using '@' followed by the user's name and share clickable links in chat messages. This feature fosters collaboration as it allows participants to directly address specific individuals and direct their attention to applicable external resources. This increases the effectiveness of communication, enabling a structured approach to discussions and follow-ups.
Acceptance Criteria: User A wants to tag User B in the chat during a meeting to ensure they pay attention to a specific point being discussed.

Given User A types '@User B' in the chat, When User A sends the message, Then User B receives a notification about being tagged in the chat message.

User C wants to share a clickable link to a relevant document during the discussion for easy access by all participants.

Given User C types a URL in the chat message, When User C sends the message, Then the URL appears as a clickable link that participants can access directly from the chat.

User D needs to mention User E in the chat to clarify a question directed at them during a brainstorming session.

Given User D types '@User E: Can you provide your input?', When User D sends the message, Then User E is notified, and the message is highlighted in the chat for User D and User E.

User F wants to ensure that the chat supports various URL formats and mentions multiple participants in one message.

Given User F types '@User G, check this link: http://example.com and @User H for your thoughts', When User F sends the message, Then both User G and User H are notified, and the link is clickable for all participants.

Facilitator intends to engage quieter members during the meeting by tagging them in the chat to encourage participation.

Given the facilitator types '@User I, what are your thoughts on this?', When the message is sent, Then User I sees the notification and the message is easily identifiable in the chat history.

A participant wants to share multiple resources in the chat, mentioning various team members for follow-up actions post-meeting.

Given a participant includes several mentions and URLs in a single message, When they send the message, Then all mentioned users are notified, and all URLs appear as clickable links for easy access.

Participation Insights

This feature provides in-depth analytics on participant engagement levels during meetings, tracking who attended, how actively they participated, and their overall contribution to discussions. By visualizing engagement through charts and metrics, users can identify trends in participation, recognize key contributors, and address any disparities, ultimately boosting overall meeting engagement.

Requirements

Engagement Metrics Dashboard

User Story: As a meeting organizer, I want to visualize participant engagement metrics in a dashboard so that I can identify trends and improve future meetings based on participant contributions and interactions.
Description: This requirement entails the development of an analytics dashboard that visualizes participant engagement levels across meetings. The dashboard will incorporate various metrics such as attendance rates, active participation scores, and contribution levels for each participant. Users will be able to filter and analyze data on a per-meeting basis or over specified time frames to identify trends, recognize key contributors, and pinpoint areas needing improvement. This feature integrates seamlessly with the existing MeetSync platform, providing users with actionable insights that enhance meeting effectiveness and engagement strategies.
Acceptance Criteria: User views the engagement metrics dashboard for a specific meeting to analyze participant engagement levels after the meeting concludes.

Given that the user has accessed the engagement metrics dashboard, when they select a specific meeting, then the dashboard displays attendance rates, active participation scores, and contribution levels for each participant in a clear and organized manner.

A manager wants to identify trends in participant engagement over the past quarter to adjust future meeting strategies.

Given that the manager is on the engagement metrics dashboard, when they apply a filter for the last three months, then the system displays aggregated engagement metrics across multiple meetings, enabling the manager to visualize trends over time through charts and graphs.

A team leader needs to recognize key contributors in an upcoming team meeting to acknowledge their participation.

Given that the team leader has accessed the engagement metrics dashboard, when they review the contribution levels from previous meetings, then they can identify top contributors based on a sortable list of participation scores.

An administrator attempts to troubleshoot a reporting issue where the engagement metrics are not displaying as expected.

Given that the administrator is on the engagement metrics dashboard, when they encounter missing or incorrect data, then there is a clear error message displayed, and the system logs the error for troubleshooting purposes.

A user wants to compare engagement metrics between two different meetings for a detailed analysis.

Given that the user has accessed the engagement metrics dashboard, when they select two meetings to compare, then the system presents a side-by-side comparison displaying relevant engagement metrics for each meeting.

A project manager wants to understand how different team members participate in various meetings.

Given that the project manager is using the engagement metrics dashboard, when they drill down into individual participant profiles, then they are able to view metrics across multiple meetings, including average participation scores and attendance rates.

A meeting organizer is conducting a review of past meetings to improve engagement strategies.

Given that the meeting organizer has navigated to the engagement metrics dashboard, when they select a meeting from the past, then they receive a summary report that highlights the engagement metrics and recommendations for future meetings based on the analyzed data.

Automated Attendance Tracking

User Story: As a project manager, I want to automatically track attendance for meetings so that I can analyze participation without manual effort and ensure accountability among team members.
Description: This requirement focuses on implementing an automated system that records participant attendance during meetings. The feature will utilize calendar integrations and meeting invitations to track who attended, who was absent, and the duration of attendance. This data will be stored in the user's profile and linked to their participation insights, allowing for seamless reporting and analysis of attendance trends. This requirement will simplify the administrative burden of manually tracking attendance and enhance the reliability of engagement data collected by MeetSync.
Acceptance Criteria: Automated Recording of Meeting Attendance Based on Invitations and Calendar Integrations

Given a meeting is scheduled with participants invited, when the meeting starts, then the attendance of all participants should be automatically recorded and stored in their profiles.

Tracking Attendance Duration to Measure Engagement

Given a meeting has concluded, when the system retrieves attendance data, then it must accurately display the duration of attendance for each participant in hours and minutes.

Comprehensive Reporting of Attendance Trends Over Time

Given the attendance data has been recorded, when a user requests a report on attendance trends, then the system must generate a report that shows attendance rates for each participant over the past month, including visual charts and metrics.

Integration with User Profiles for Seamless Access to Attendance Data

Given that attendance data has been recorded, when a user accesses their profile, then they should be able to view their meeting attendance history and engagement metrics in a user-friendly format.

Notification Alerts for Users Missing Meetings

Given a scheduled meeting is about to start, when the meeting begins without one or more invitees present, then the system should automatically send an alert notification to the missing participants.

Accuracy in Automatically Detecting Late Arrivals and Early Departures

Given a meeting is in progress, when a participant arrives late or leaves early, then the system should accurately record the time of arrival and departure for that participant in their attendance data.

Enable User Customization of Attendance Reports

Given the user wants to analyze attendance data, when they access the report generation feature, then they should be able to customize the report based on date range, participant, and attendance metrics.

Participant Contribution Analysis

User Story: As a team leader, I want to assess each participant's contribution to meetings so that I can recognize valuable input, encourage active engagement, and address disparities in participation.
Description: This requirement involves developing a functionality that analyzes individual contributions during meetings by assessing factors such as the number of speaking turns, length of contributions, and relevance to agenda items. This feature will quantify participant engagement through a scoring system, which can be displayed alongside other engagement metrics. It will provide meeting leaders with insights into who contributes most effectively to discussions, allowing them to recognize key contributors and offer support to less engaged participants. The analysis will help drive a culture of participation and accountability.
Acceptance Criteria: Participant Contribution Analysis during Team Strategy Meeting

Given a scheduled team strategy meeting, when the meeting concludes, then the system should calculate and display each participant's speaking turns, duration of contributions, and relevance scores based on agenda items, providing a total engagement score for each attendee.

Continuous Monitoring of Engagement in Weekly Stand-ups

Given participants are engaged in a weekly stand-up meeting, when the meeting is in progress, then the system should provide real-time feedback on individual contributions, including a live percentage of participation for each attendee as well as visual indicators for active and less engaged participants.

Engagement Trends Analysis for Monthly Reports

Given a collection of meeting data over the past month, when the user requests an engagement report, then the system should generate a comprehensive report that highlights trends in participant contributions, including attendance rates, engagement scores, and comparisons across different meetings.

Participant Recognition After Monthly Review Meeting

Given a monthly review meeting with multiple participants, when the meeting concludes, then the system should identify and highlight the top three contributors based on their engagement scores and relevant contributions, allowing the meeting leader to recognize their efforts in a follow-up email.

Addressing Low Engagement in Project Kick-off Meetings

Given a project kick-off meeting where participants have low engagement scores, when the meeting analysis is generated, then the system should flag participants with consistently low scores and suggest potential strategies for increased participation based on their previous contributions.

Comparing Engagement Across Different Teams

Given multiple teams utilizing MeetSync, when the engagement analysis is run, then the system should provide a comparative analysis of participation scores and contribution metrics between teams, facilitating insights into best practices and areas needing improvement.

Customizable Engagement Reports

User Story: As a data analyst, I want to create customizable engagement reports so that I can analyze meeting participation in a way that meets my team's unique requirements and effectively drive our decision-making process.
Description: This requirement is for creating customizable reports that summarize engagement metrics and participation data over selected periods. Users will be able to design their own reports by selecting which metrics to include and applying filters based on team, project, or meeting type. The customizable nature of the reports will empower users to generate insights tailored to their specific workplace needs and objectives. This feature will enhance data-driven decision-making and improve the effectiveness of meeting strategies across the organization.
Acceptance Criteria: User selects specific engagement metrics to include in a report for analysis over the past quarter.

Given the user accesses the customizable reports feature, when they select 'Attendance Count', 'Participation Rate', and 'Feedback Score', then the report should reflect these metrics accurately for the specified time range.

User applies a filter to view engagement metrics based on team for a specific project.

Given the user creates a report and selects to filter by 'Project A Team', when they generate the report, then it should display engagement metrics only for participants in 'Project A'.

User saves a customized engagement report for future reference and reuse.

Given the user has created a report with selected metrics, when they click 'Save As' and provide a report name, then the report should be stored in the user's reports library and be retrievable at a later date.

User generates a report that includes visualizations for meeting participation trends over the last year.

Given the user selects visual report options including 'Bar Chart' and 'Line Graph', when they generate the report, then the output should present these visualizations accurately reflecting the trends over the last year.

User shares a customized report with team members via email.

Given the user has a report open, when they click 'Share' and input email addresses, then an email should be sent to the specified recipients with a link to access the report.

User receives an error message when attempting to generate a report without selecting any metrics.

Given the user opens the customizable reports feature, when they try to generate a report without any metrics selected, then an error message should be displayed indicating that at least one metric must be chosen.

User edits an existing customizable report by adding new metrics before generating it.

Given the user opens a previously saved report, when they select 'Add Metric' and include 'Action Item Count', then the updated report should include the new metric when generated.

Real-time Engagement Alerts

User Story: As a meeting facilitator, I want to receive real-time alerts about engagement drops so that I can promptly address any issues and maintain the meeting's effectiveness and participation levels.
Description: This requirement involves implementing a real-time alert system thatNotify meeting organizers of significant drops in engagement levels during ongoing meetings. Alerts can be triggered based on predefined thresholds for specific metrics such as low participation rates or prolonged silence from key participants. This feature will allow organizers to address engagement issues immediately, promoting a more interactive and effective meeting environment. Timely feedback will enhance the overall effectiveness of meetings by instilling a sense of accountability.
Acceptance Criteria: Engagement Alert for Low Participation Rate

Given a meeting in progress, when the participation rate drops below the predefined threshold of 30%, then a real-time alert is sent to the meeting organizer.

Engagement Alert for Prolonged Silence

Given a meeting in progress, when a key participant has not spoken for more than 5 consecutive minutes, then a real-time alert is triggered for the organizer.

Multiple Alerts Handling

Given a meeting in progress, when multiple engagement alerts are triggered, then the system should consolidate these alerts and inform the organizer of the overall engagement status rather than sending individual alerts.

Custom Threshold Settings for Alerts

Given a meeting organizer, when they set custom engagement thresholds for alerts prior to the meeting, then the system should use these thresholds to trigger real-time alerts during the meeting.

User Notification of Engagement Alerts

Given that an engagement alert is triggered, when the organizer receives the notification, then the alert should include specifics on which participation metric triggered the alert along with suggestions for improving engagement.

Alert Frequency Control

Given that a meeting is ongoing, when an engagement alert is triggered, then the system should not trigger another alert for the same metric until at least 10 minutes have elapsed, to avoid alert fatigue.

Post-Meeting Engagement Summary

Given that the meeting has concluded, when the meeting summary is generated, then it should include a report of any engagement alerts triggered during the meeting and recommendations for future improvements.

Agenda Compliance Tracker

The Agenda Compliance Tracker monitors adherence to the pre-defined meeting agenda by comparing actual discussion points with scheduled items. This feature provides a clear view of whether meetings stay on track, enabling organizers to adjust future agendas based on compliance patterns and enhance overall meeting focus and productivity.

Requirements

Real-time Compliance Monitoring

User Story: As a meeting organizer, I want to see real-time compliance updates during the meeting so that I can ensure all agenda items are being addressed and maintain focus during discussions.
Description: The Real-time Compliance Monitoring requirement enables the Agenda Compliance Tracker to assess current discussions during meetings against the predefined agenda. This functionality ensures that users can receive live updates on which agenda items are being addressed, thereby helping participants stay focused and reducing the risk of digressions. The key benefit is that it allows organizers to have a dynamic view of meeting progress, fostering accountability among participants and ensuring that all agenda items are covered in a timely manner. The feature will also help gather analytics over time to refine future meeting agendas based on compliance.
Acceptance Criteria: Real-time monitoring during a scheduled meeting where the Agenda Compliance Tracker actively tracks which agenda items are being discussed, allowing participants to see live updates on compliance throughout the meeting.

Given a meeting is in progress with a predefined agenda, when participants discuss an agenda item, then the Agenda Compliance Tracker should log the item as addressed and display it in the live compliance dashboard.

Assessing the effectiveness of the Agenda Compliance Tracker at the end of a meeting, where organizers review the live compliance data against the actual discussion to identify any discrepancies.

Given the meeting has concluded, when the organizer reviews the compliance report, then it must accurately reflect all agenda items discussed and highlight any items that were not addressed.

Using the Agenda Compliance Tracker in a weekly team meeting where compliance data will be collected over several sessions to analyze trends in agenda adherence.

Given multiple meetings have occurred, when the organizer requests a compliance analysis report, then the system must provide graphical trends showing adherence rates over time for each agenda item.

Integrating the Agenda Compliance Tracker with calendar applications to ensure that predefined agendas are automatically loaded into the tracker before a meeting starts.

Given a meeting is scheduled in the user's calendar with a predefined agenda, when the meeting starts, then the Agenda Compliance Tracker should automatically populate the agenda items for compliance monitoring.

Testing the notification system of the Agenda Compliance Tracker that alerts participants in real-time if a discussion veers off the agenda.

Given a meeting is in progress, when an agenda item is skipped or not addressed within a specified time frame, then the system must notify the facilitator and all participants via a pop-up alert.

Using the Agenda Compliance Tracker in a hybrid meeting environment where some participants are remote, and others are in-person, to ensure all are aware of agenda compliance.

Given a hybrid meeting environment, when participants discuss agenda items, then the Agenda Compliance Tracker must display compliant and non-compliant items equally for both remote and in-person users.

Enabling users to customize compliance tracking settings for different types of meetings based on their unique needs or organizational policies.

Given a user opens the settings for the Agenda Compliance Tracker, when they select a meeting type, then they must be allowed to modify the compliance criteria specific to that meeting type (e.g., strict vs. flexible compliance).

Post-Meeting Compliance Report

User Story: As a meeting organizer, I want a post-meeting report that shows how well we adhered to the agenda so that I can assess meeting effectiveness and make adjustments for future meetings.
Description: The Post-Meeting Compliance Report requirement generates a comprehensive report after each meeting that summarizes compliance with the agenda. This report details which items were discussed, how much time was spent on each, and which items were not addressed. The information is valuable for evaluating meeting effectiveness, identifying areas for improvement, and making data-driven decisions for future meetings. By providing insights into compliance patterns, organizers can modify future agendas to increase productivity and ensure that critical topics are prioritized.
Acceptance Criteria: Generating a post-meeting compliance report for a scheduled weekly team meeting.

Given that the meeting has concluded, when the organizer requests the post-meeting compliance report, then the report should include a summary of all agenda items, indicating which were discussed and which were not.

Reviewing the time allocation for each agenda item after a project kickoff meeting.

Given that the meeting report is generated, when the organizer views the report, then they should see a breakdown of time spent on each agenda item, ensuring total time matches the meeting duration.

Assessing meeting effectiveness based on compliance over the last quarter's meetings.

Given that multiple meeting reports are available, when the organizer analyzes the compliance data, then they should be able to identify trends in agenda compliance for the last three months.

Distributing the post-meeting compliance report to all meeting participants.

Given that the compliance report has been generated, when the report is sent out, then all participants should receive the report via email within 24 hours of the meeting's conclusion.

Evaluating unaddressed agenda items for future meetings.

Given that the post-meeting compliance report has been reviewed, when the organizer checks for items that were not discussed, then they should receive a list of these items to prioritize for the next meeting.

Integrating the compliance report feedback into future agenda planning.

Given that the organizer has reviewed reports from previous meetings, when they create a new agenda, then the system should suggest adjustments based on past compliance patterns.

Customizable Agenda Templates

User Story: As a meeting organizer, I want to use customizable templates for common meeting agendas so that I can save time and ensure consistency across similar meetings.
Description: The Customizable Agenda Templates requirement allows users to create and save templates for frequently used meeting agendas. This feature streamlines the scheduling process by enabling users to easily pull up relevant templates that fit specific meeting types (e.g., weekly team meetings, project reviews). The benefit of this requirement is that it saves time and ensures consistency across similar meetings, allowing organizers to focus on content rather than format. The templates can be tailored to include key discussion points, time allocations, and participants, facilitating better preparation.
Acceptance Criteria: User creates a customizable agenda template for a weekly team meeting.

Given a user is logged into MeetSync, when they navigate to the agenda templates section and select the option to create a new template, then they should be able to input a title, add discussion points, assign time allocations for each point, and specify participants, and upon saving, the new template should appear in the saved templates list.

User retrieves a customizable agenda template for a project review meeting.

Given a user has previously created a customizable agenda template, when they access the agenda templates section and search for the specific template by name, then they should be able to select it, and the template should populate a new meeting agenda with all predefined discussion points and time allocations.

User modifies an existing customizable agenda template.

Given a user has an existing customizable agenda template, when they select the option to edit the template, change at least one discussion point or time allocation, and save the changes, then the updated template should reflect the modifications when accessed in the templates list.

User deletes a customizable agenda template that is no longer needed.

Given a user has access to a customizable agenda template, when they choose to delete the template from the templates section and confirm the action, then the template should be removed from the templates list and no longer accessible.

User creates a customizable agenda template and shares it with team members.

Given a user has created a customizable agenda template, when they choose to share the template with specified team members via email or direct link, then the invited team members should receive a notification and be able to access the shared template in their account.

User uses a customizable agenda template during a meeting.

Given a user has selected a customizable agenda template for a meeting, when they start the meeting using the template, then all discussion points should be visible in the meeting interface, and participants should be able to track time against the allocated segments in real time.

Integration with Calendar Applications

User Story: As a user, I want my meeting agendas to automatically sync with my calendar so that I can ensure they are up-to-date and easily accessible, minimizing manual errors.
Description: The Integration with Calendar Applications requirement allows Agenda Compliance Tracker to sync with popular calendar platforms (e.g., Google Calendar, Outlook). This functionality ensures that users can seamlessly import meeting agendas from their calendar events into the platform, reducing the need for manual entry and ensuring that agenda items reflect the latest changes made to meetings. This integration enhances user experience and promotes accurate tracking of discussed items against scheduled agendas, thereby increasing the overall efficiency of meeting management.
Acceptance Criteria: Integration with Google Calendar to import meeting agendas.

Given a user has linked their Google Calendar to MeetSync, When they create a meeting in Google Calendar with an agenda, Then the agenda should be automatically imported into the Agenda Compliance Tracker in MeetSync.

Successful syncing of updated meeting agendas from Outlook Calendar.

Given a user updates a meeting agenda in their Outlook Calendar, When the user accesses MeetSync, Then the updated agenda should reflect in the Agenda Compliance Tracker without manual input.

Handling multiple calendar integrations simultaneously.

Given a user has integrated both Google Calendar and Outlook into MeetSync, When they create meetings in both calendars with agendas, Then both agendas should be correctly displayed in the Agenda Compliance Tracker without conflicts.

Error handling for failed calendar sync processes.

Given a user attempts to sync their calendar and an error occurs, When the sync fails, Then the user should receive a clear error message detailing the reason for the failure and steps to resolve it.

User customization of agenda import settings.

Given a user wants to customize which calendar events are imported into MeetSync, When they access the integration settings, Then they should be able to select specific calendars, time frames, and criteria for agenda imports.

Reactive adaptation of agenda items based on sync changes.

Given a meeting agenda imported from a calendar event, When a user modifies an agenda item in MeetSync, Then the change should not affect the original calendar event unless explicitly synced again.

Testing the scalability of the integration with high volumes of calendar data.

Given a user has a calendar with over 500 events, When they attempt to sync this data with MeetSync, Then the system should successfully import all relevant agendas without performance degradation or errors.

User Dashboard for Agenda Compliance

User Story: As a user, I want a dashboard that provides me with metrics on meeting compliance so that I can quickly identify trends and ensure all meetings are focused and effective.
Description: The User Dashboard for Agenda Compliance requirement provides users with a central dashboard that displays compliance metrics for all their meetings. This dashboard will present visual representations of how frequently meetings adhere to agendas, trends over time, and compliance comparisons across different types of meetings. The insight from the dashboard will empower users to identify compliance issues swiftly and take corrective action, thereby enhancing meeting productivity and accountability. This feature supports a data-driven approach to meeting management.
Acceptance Criteria: User views the dashboard after attending multiple meetings over a month to assess their adherence to the agenda.

Given the user accesses the User Dashboard, when they select the 'Agenda Compliance' section, then they should see a graphical representation of compliance metrics for all meetings conducted over the past month, displaying total meetings, compliant meetings, and non-compliant meetings.

The user compares compliance metrics across different types of meetings to identify patterns in adherence to agendas.

Given the user filters the dashboard by meeting type, when they apply the filter, then the compliance metrics should update to reflect adherence for the specified type, illustrating the average compliance percentage visually.

A user wants to analyze trends in meeting compliance over a specified period to enhance meeting effectiveness.

Given the user selects a date range on the dashboard, when they apply the date filter, then the dashboard should display a trend line graph indicating compliance rates over that time frame, with clear annotations for significant compliance drops.

The user interacts with the dashboard to drill down into a specific meeting's compliance details for verification.

Given the user clicks on a specific meeting from the compliance metrics, when they select the meeting, then they should see a detailed view of the meeting agenda alongside notes on compliance and discussion points, with actionable insights highlighted by the system.

User seeks to export compliance metrics for sharing with stakeholders.

Given the user opts to export data from the dashboard, when they choose the export function, then they should receive a downloadable file (CSV or PDF) containing all relevant compliance metrics and visual graphs for the selected period.

User wants to receive notifications for meetings that are likely to have low agenda compliance based on previous patterns.

Given the user sets notification preferences on the dashboard, when they activate alerts for low compliance prediction, then the system should send reminders via the selected communication method prior to meetings at risk of non-compliance.

Outcome Effectiveness Report

Offering a post-meeting analysis, this feature evaluates the effectiveness of each meeting based on predefined outcomes and goals. It generates reports that show which objectives were met, which action items were created versus completed, and the overall success rate, giving users valuable insights to refine future meetings and drive productivity.

Requirements

Define Meeting Objectives

User Story: As a meeting organizer, I want to define specific meeting objectives before each session so that I can ensure we stay focused on our goals and maximize productivity during discussions.
Description: This requirement involves implementing a feature that allows users to set and define clear objectives for each meeting within the MeetSync platform. Users should be able to create measurable goals that align with their discussion topics, facilitating a focused meeting environment. The defined objectives will be included in the Outcome Effectiveness Report, enabling users to evaluate the success of meetings against these benchmarks. This additional clarity will enhance accountability and allow teams to track progress and improvements over time.
Acceptance Criteria: User Setting Meeting Objectives

Given a user is in the MeetSync platform, when they navigate to the meeting settings, then they can create and define at least three measurable objectives for the meeting that align with discussion topics.

Display Meeting Objectives in the Agenda

Given a meeting has defined objectives, when the user views the meeting agenda, then the objectives should be clearly listed and visible within the agenda section.

Generate Outcome Effectiveness Report

Given a meeting has concluded, when the user generates the Outcome Effectiveness Report, then the report must include a section evaluating the success of the defined objectives against the actual meeting outcomes.

Edit Meeting Objectives

Given a user has created meeting objectives, when they access the meeting settings before the meeting starts, then they can edit or remove any of the previously defined objectives.

Notification for Unmet Objectives

Given a meeting has concluded, when the user reviews the Outcome Effectiveness Report, then the system highlights any objectives that were not met and provides suggestions for improvement.

Ensure Objective Format Validation

Given a user attempts to create meeting objectives, when they submit objectives that do not meet the predefined format, then the system should display an error message indicating the format requirements.

Action Item Tracking

User Story: As a participant in a meeting, I want to log and track action items assigned to me, so that I can ensure accountability and follow through on commitments made during discussions.

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Product Details

Personas

Insightful Integrator

Time-Stream Scheduler

Innovative Influencer

Data-Driven Analyst

Team Engagement Advocate

Product Ideas

Product Features

Dynamic Agenda Generator

Requirements

AI-Powered Agenda Customization

Real-Time Agenda Modification

Pre-Meeting Agenda Preview

Integrated Feedback Mechanism

Historical Data Analysis Tool

Integration Sync

Requirements

Real-time Calendar Integration

Contextual Topic Extraction

Collaborative Agenda Editing

Intelligent Action Item Tracking

Customizable Meeting Templates

Post-Meeting Analytics Dashboard

Collaborative Agenda Input

Requirements

Real-time Agenda Collaboration

Customizable Agenda Templates

Participant Feedback Mechanism

Real-time Notifications for Agenda Changes

Agenda Voting System

Priority Highlighting

Requirements

Real-time Priority Detection

User Customization of Priority Criteria

Highlighting Actions Based on Discussion

Post-Meeting Summary Generation

Feedback Mechanism for Priority Adjustments

Template Customization

Requirements

Custom Template Creation

Template Library

Template Sharing

Template Duplication

Template Analytics

Pre-Meeting Engagement Alerts

Requirements

Engagement Notification System

Agenda Review Capability

Pre-Meeting Engagement Dashboard

Feedback Loop Implementation

Feedback Integration

Requirements

Post-Meeting Feedback Collection

AI-Driven Agenda Recommendations

Feedback Analytics Dashboard

Integration with Calendar Notifications

Customizable Feedback Forms

Action Item Dashboard

Requirements

Action Item Filtering

Action Item Notifications

Progress Tracking Visuals

Collaborative Notes Integration

Action Item Template Creation

Automated Reminders

Requirements

Customizable Reminder Notifications

Action Item Tracking

Integration with Third-party Calendars

Analytics Dashboard for Follow-up Tasks

Collaboration Notifications

Progress Tracking Timeline

Requirements

Dynamic Action Item Tracking

Milestone Visualization

Historical Updates Log

Real-time Notifications