Employee Engagement SaaS

PulseSync

Feel Your Team’s Pulse Instantly

PulseSync gives remote tech team managers a real-time dashboard revealing live team morale and engagement. AI-powered pulse surveys instantly surface trends and urgent dips, cutting response times and reducing burnout risk. Managers spot and solve issues before they escalate, building healthier, more resilient distributed teams while saving hours each week on manual check-ins.

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PulseSync

Product Details

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

Vision & Mission

Vision
To empower remote tech leaders everywhere to build thriving, deeply engaged teams through real-time, actionable insight into team well-being.
Long Term Goal
By 2028, empower 20,000 remote tech teams worldwide to cut burnout and turnover by 40%, making real-time morale visibility the standard for engaged, resilient workplaces.
Impact
Reduces employee turnover by 40% and doubles managers’ response speed to morale dips among remote tech teams, saving managers an average of 5 hours per week and enabling proactive interventions that sustain team engagement and prevent costly burnout.

Problem & Solution

Problem Statement
Remote tech team managers lack real-time visibility into employee morale, relying on infrequent surveys and generic HR tools that miss subtle disengagement and burnout signals, preventing timely intervention before turnover and performance issues escalate in distributed teams.
Solution Overview
PulseSync delivers a live dashboard that visualizes real-time team morale via continuous, anonymous pulse-checks. AI-powered pulse surveys instantly translate feedback into actionable alerts, so managers can spot and address disengagement or burnout before it escalates, eliminating the guesswork in managing remote team well-being.

Details & Audience

Description
PulseSync equips remote team managers in tech with a real-time dashboard that reveals team morale and engagement at a glance. It slashes the risk of burnout and turnover by continuously surfacing trends and urgent morale dips. Standout feature: instant AI-powered pulse surveys translate raw feedback into actionable insights within hours, letting managers act decisively before issues escalate.
Target Audience
Remote tech team managers (25-45) seeking real-time morale insights who proactively prevent disengagement and burnout.
Inspiration
Late one night during a deadline sprint, I watched a top engineer fall silent on chat—her green dot glowing, but her energy gone. The usual pulse-check survey arrived days too late. That moment, I realized remote managers are blind to real-time struggles. Imagining a dashboard lighting up with live team morale sparked the foundation for PulseSync’s real-time insight.

User Personas

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

G

Growth Guide Greta

- 32-year-old Organizational Psychology graduate - Leads 15-person remote software team - Based in Berlin, €100k annual salary - 5+ years of management experience

Background

After five years as a software engineer, she earned a psychology master’s and shifted into management. Her tech-human sciences blend shapes how she deciphers engagement patterns daily.

Needs & Pain Points

Needs

1. Instant highlight of underperforming skill areas 2. Personalized coaching suggestions per team member 3. Metrics linking morale to development outcomes

Pain Points

1. Sifting raw data for actionable development tips 2. Missing early signs of stagnating motivation 3. Lacking integration with existing LMS platforms

Psychographics

- Passionate about individual growth pathways - Values data-driven empathetic leadership - Motivated by continuous team learning

Channels

1. Slack – instant team chat 2. Email – detailed morale reports 3. LinkedIn – professional coaching groups 4. Zoom – video coaching sessions 5. PulseSync Mobile – on-the-go alerts

S

Sync Specialist Sam

- 40-year-old certified project manager - Leads 25-member distributed dev team - Based in New York City - PMP certified, $140k salary

Background

Former operations coordinator in a 24/7 tech support center, he mastered time-zone juggling. He now harnesses real-time morale signals to schedule optimal collaboration windows.

Needs & Pain Points

Needs

1. Clear global scheduling around morale fluctuations 2. Instant timezone-adjusted alert summaries 3. Centralized view of overlapping availability

Pain Points

1. Juggling conflicting time zones manually nightly 2. Morale dips unnoticed across off-hours teams 3. Calendar overload hiding urgent alerts

Psychographics

- Obsessive about cross-time-zone coordination - Prioritizes efficient use of every minute - Trusts real-time data over intuition

Channels

1. Google Calendar – scheduling backbone 2. Slack – quick time-check messages 3. Outlook Tasks – daily agenda 4. Microsoft Teams – video syncs 5. PulseSync Web – dashboard access

W

Wellness Watcher Wendy

- 29-year-old HR business partner - Guides 50-person tech workforce - Certified wellness coach - Based in Toronto, Canada

Background

After burnout in her first startup role, she became a certified wellness coach. Now she integrates pulse surveys to embed mental health check-ins into workflows.

Needs & Pain Points

Needs

1. Automated well-being check reminders 2. Early detection of emotional exhaustion 3. Simple team-wide mindfulness integrations

Pain Points

1. Struggling to prompt timely self-care breaks 2. Overwhelmed by manual well-being surveys 3. Low adoption of wellness programs

Psychographics

- Champions proactive mental health care - Believes in work-life harmony - Motivated by empathetic leadership culture

Channels

1. Microsoft Teams – well-being channels 2. Zoom – guided mindfulness sessions 3. Slack – mood-check bots 4. LinkedIn – HR communities 5. PulseSync Mobile – wellness alerts

R

Remote Rookie Riley

- 27-year-old software lead - Recently promoted to people manager - Based in Austin, Texas - Bachelor’s in Computer Science

Background

Promoted during COVID, she navigated remote leadership instincts with limited training. PulseSync’s real-time empathy data fills her gap in managing team morale virtually.

Needs & Pain Points

Needs

1. Step-by-step morale monitoring guidance 2. Contextual tips for virtual leadership 3. Confidence-building feedback loops

Pain Points

1. Unsure which morale dips need action 2. Lacks leadership experience in remote settings 3. Feels isolated without peer manager support

Psychographics

- Eager to prove leadership competence - Seeks structured guidance in people management - Values data-backed reassurance

Channels

1. Slack – mentor chat groups 2. Zoom – manager training webinars 3. PulseSync Onboarding – tutorial prompts 4. Email – coaching newsletters 5. YouTube – leadership video tutorials

Product Features

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

Dip Detector

Automatically identifies sudden morale drops in real time, sending instant alerts so managers can intervene promptly and prevent disengagement before it spreads.

Requirements

Real-Time Morale Monitoring
"As a remote tech team manager, I want the system to monitor team morale in real time so that I can identify sudden dips immediately and address issues before they escalate."
Description

Continuously analyze incoming pulse survey responses and engagement metrics to detect sudden drops in team morale within a maximum latency of 5 minutes. Integrate with the core PulseSync platform’s data ingestion pipeline, apply AI-driven sentiment analysis models, and expose detected dips to downstream alert services to ensure managers are informed immediately when negative trends emerge.

Acceptance Criteria
Detection of Sudden Morale Drop
Given a rolling window of pulse survey responses, when the average sentiment score drops by 15% or more compared to the previous hour, then the system must flag a morale dip event in the monitoring service.
Latency Compliance for Alert Generation
When a dip event is detected, then an alert must be generated and dispatched to the manager’s notification channel within 5 minutes of the last relevant survey response timestamp.
Seamless Integration with Alert Services
Given a detected morale dip event, when the alert payload is sent, then the downstream alert service must acknowledge receipt with a 2xx HTTP response and process the payload without errors.
Data Pipeline Fault Tolerance
When a temporary failure occurs in the data ingestion pipeline (e.g., network timeout or service unavailability), then the system must retry ingestion at exponential backoff intervals up to three attempts and log any failures without data loss.
Performance Under Peak Survey Volume
Given an incoming survey rate of 10,000 responses per minute, when processing continuous streams, then the system must maintain end-to-end processing latency (from ingestion to alert generation) under 5 minutes.
Threshold Configuration Panel
"As a remote tech team manager, I want to set custom thresholds for morale dips so that alerts reflect my team’s unique engagement patterns and reduce false positives."
Description

Provide a user interface allowing managers to define and customize dip detection thresholds based on survey response rates, sentiment scores, and engagement metrics. Support multiple configurable parameters, real-time preview of threshold impact, and persistence of settings per team or project to ensure detection aligns with team-specific norms.

Acceptance Criteria
Initial Threshold Setup
Given the manager is accessing the Threshold Configuration Panel, when they enter sentiment drop threshold ≥0% and ≤100%, response rate drop threshold ≥0% and ≤100%, and engagement metric change threshold ≥0 and ≤100, then the 'Save' button becomes active and the input fields reflect the entered values accurately.
Threshold Modification
Given an existing threshold configuration saved for a project, when the manager modifies one or more parameter values and clicks 'Save', then the updated thresholds replace the previous ones and a confirmation message 'Thresholds updated successfully' is displayed.
Real-Time Preview Validation
Given the manager adjusts any threshold slider or numeric input, when changes occur, then the real-time preview chart updates instantly to reflect how the new thresholds would have flagged historical survey data.
Persistence Across Teams
Given the manager switches between different teams or projects, when they select a team, then the panel loads the specific saved thresholds for that team without requiring reload or losing unsaved changes in other teams.
Input Validation and Error Handling
Given the manager inputs an out-of-range or non-numeric value into a threshold field, when they attempt to move focus away, then the system displays an inline error message specifying the valid range and disables the 'Save' button until corrected.
Instant Alert Delivery
"As a remote tech team manager, I want to receive instant alerts through my preferred channels so that I can intervene as soon as a morale issue arises."
Description

Implement a multi-channel notification system that sends instant alerts when a morale dip is detected. Support email, in-app notifications, Slack, and SMS delivery with configurable routing rules. Ensure delivery guarantees and retry mechanisms to minimize missed alerts and allow managers to respond promptly.

Acceptance Criteria
Configurable Multi-Channel Routing
Given a completed routing rule configuration specifying email and SMS channels When a morale dip is detected Then the system sends alerts to the designated email addresses and phone numbers within 30 seconds
Email Alert Delivery Guarantee
Given a morale dip alert is queued for email delivery When the initial email send fails Then the system retries sending the email up to 3 times at 5-minute intervals And logs each attempt outcome
Slack Notification Delivery
Given a Slack channel is configured for alerts When a morale dip occurs Then the system posts a formatted notification message to the specified Slack channel within 30 seconds And includes the dip details and timestamp
SMS Retry Mechanism
Given phone numbers are configured for SMS alerts When the first SMS send attempt fails Then the system retries sending every 1 minute Up to 5 attempts And flags any numbers with persistent failures in the alert log
In-App Notification Display
Given a manager is logged into the PulseSync dashboard When a morale dip alert is received Then the in-app notification badge increments in the navigation bar And clicking the badge displays the alert details in a modal within 5 seconds
Contextual Dip Insights
"As a remote tech team manager, I want contextual insights about detected dips so that I can understand root causes and plan targeted interventions."
Description

Automatically gather contextual data around detected dips—including team composition, recent project milestones, sentiment trends, and participation history—and present it alongside alerts. Use visualizations and summary narratives to help managers understand underlying causes quickly and tailor their response effectively.

Acceptance Criteria
Dashboard Contextual Dip Alert Overview
Given a morale dip is detected, When the manager clicks the dip alert, Then a details pane displays: 1. Team composition by role count; 2. List of the last three project milestones with dates; 3. Sentiment trend chart covering the past 7 days; 4. Participation history metrics; And the pane loads within 2 seconds of click.
Narrative Summary Generation
Given contextual data is loaded, When the system generates the narrative summary, Then it: - Identifies the top three root causes based on sentiment and participation anomalies; - Uses plain language understandable by non-technical users; - Does not exceed 200 words; - Achieves a Flesch–Kincaid readability score of at least 60.
Real-time Contextual Data Refresh
Given ongoing data streams, When a dip is detected, Then each contextual data element (team composition, milestones, sentiment trends, participation history): - Reflects updates captured within the last 5 seconds; - Displays its data timestamp alongside the value.
Visualization Data Accuracy
Given the data is rendered in charts, When the manager views the visualizations, Then each data point matches the source database values with 100% accuracy for a random sample of five records per category.
In-App Alert Contextual Summary
Given a real-time alert is issued, When the notification is delivered in-app, Then it includes a concise summary of key contextual insights (top cause, affected team member count, recent milestone status) limited to 300 characters.
Historical Dip Analytics
"As a remote tech team manager, I want access to historical dip data so that I can track engagement trends over time and evaluate the effectiveness of interventions."
Description

Store and aggregate morale dip events in a centralized analytics module, enabling managers to view long-term trends, frequency, and severity across teams. Provide interactive dashboards with filters by time period, team, and severity level, and support export of dip analytics for reporting and retrospective analysis.

Acceptance Criteria
Viewing Long-term Dip Trends
Given a manager is on the Historical Dip Analytics dashboard When they select a time range of at least 6 months Then the system displays a graph showing dip events over that period with data points accurately plotted And the data loads within 2 seconds
Filtering Dip Events by Team and Severity
Given a manager is on the Historical Dip Analytics dashboard When they apply filters for specific teams and severity levels Then only dip events matching those filters appear in the dashboard And the total count reflects the filtered results accurately
Exporting Dip Analytics Report
Given the manager clicks the export button on the Historical Dip Analytics dashboard When they choose CSV or PDF format Then the system generates and downloads a file containing the filtered dip events with date, team, severity, and description And the file download completes within 5 seconds
Accessing Historical Dip Events Over a Specific Time Range
Given a manager inputs a custom start and end date on the dashboard When they submit the date range Then the dashboard updates to show dip frequency and severity statistics for that exact period And all charts and metrics adjust to reflect the selected range
Dashboard Performance with High Data Volume
Given the analytics module contains over 100,000 dip event records When the manager loads the Historical Dip Analytics dashboard Then all components (charts, tables, filters) render and respond to user interactions within 3 seconds And no errors are logged during the operation
Notification Acknowledgment Tracking
"As a remote tech team manager, I want to track which alerts I have acknowledged and responded to so that I can ensure every morale dip is managed effectively."
Description

Track manager receipt and acknowledgment of dip alerts, logging response times and follow-up actions. Provide a dashboard displaying pending, acknowledged, and resolved alerts, and send reminders for unacknowledged notifications after a configurable interval to ensure no dip goes unaddressed.

Acceptance Criteria

Trend Forecast

Uses historical heatmap data and predictive analytics to forecast future morale trends, empowering managers to proactively plan interventions and maintain steady team engagement.

Requirements

Historical Data Aggregation
"As a data engineer, I want to consolidate past morale measurements into a unified dataset so that predictive models have reliable and comprehensive inputs."
Description

Aggregate and normalize historical team morale heatmap data from multiple sources into a centralized repository, ensuring data consistency, integrity, and completeness. Implement ETL processes to clean, validate, and store time-series metrics for accurate trend analysis and forecasting.

Acceptance Criteria
Initial Data Extraction
Given configured historical data sources When the ETL extraction process is executed Then all raw morale data from each source is retrieved without errors and logged
Data Normalization
Given raw data from multiple sources When the normalization step runs Then date formats are standardized to ISO 8601, metrics are scaled to a uniform range, and missing fields are flagged for review
Data Validation and Cleaning
Given normalized data When validation rules are applied Then invalid entries are removed or corrected and a validation report is generated
Time-Series Completeness Check
Given cleaned historical data When completeness checks run Then each time-series has no gaps exceeding one week within the 12-month period or gaps are documented
Central Repository Load
Given validated time-series data When the load step is executed Then data is stored in the central repository schema with correct timestamps and references and row counts match expected totals
Predictive Model Training
"As a data scientist, I want to train and validate forecasting models so that the system can predict future morale dips and peaks with high accuracy."
Description

Develop and train machine learning models using the aggregated historical data to forecast future morale trends. Incorporate algorithms such as time-series forecasting and regression, tune hyperparameters, and validate model accuracy and performance against holdout datasets.

Acceptance Criteria
Model Training Pipeline Execution
The training pipeline runs end-to-end without errors; all steps including data preprocessing, feature engineering, model training, and serialization complete successfully; training duration does not exceed 2 hours.
Hyperparameter Tuning Effectiveness
Hyperparameter optimization completes using the defined search space; the selected model configuration yields at least a 5% improvement in validation accuracy compared to the baseline; tuning process logs hyperparameter-performance mapping.
Validation on Holdout Dataset
When evaluated on the holdout dataset, the model achieves R-squared ≥ 0.75 and RMSE ≤ 0.5; performance difference between training and holdout does not exceed 10%.
Forecast Generation Accuracy
Given new input data, the model generates forecasts with 95% of true morale values falling within the 90% prediction interval; flagged trends with predicted dips greater than 10% are correctly identified.
Model Retraining with New Data
The retraining pipeline ingests new weekly data automatically; after retraining, model performance metrics do not decrease by more than 2% relative to previous performance; retraining completes within 1 hour.
Trend Visualization Interface
"As a team manager, I want to view projected morale graphs and confidence bands so that I can understand anticipated engagement levels and plan interventions."
Description

Design and implement a dashboard component that visually presents forecasted morale trends with interactive charts, confidence intervals, and time sliders. Enable managers to explore predicted patterns over different time horizons and drill down by team or individual metrics.

Acceptance Criteria
Viewing 7-Day Morale Forecast
Given the manager is on the Trend Visualization Interface, when they select a 7-day time horizon, then the chart updates to display predicted morale scores for the next 7 days with data points plotted and a continuous trend line.
Drilling Down by Team
Given the manager is viewing the overall forecast, when they choose a specific team from the team dropdown, then the interface filters the chart to show only that team's predicted morale trends with corresponding confidence intervals.
Interpreting Confidence Intervals
Given the forecast chart is displayed, when the manager hovers over a data point, then a tooltip appears showing the predicted morale value, upper and lower confidence bounds, and the probability level (e.g., 95%).
Adjusting Time Horizon Slider
Given the time slider is visible, when the manager drags the left or right handle to adjust the date range, then the chart dynamically updates to reflect the new start and end dates and recalculates the forecast for that range within two seconds.
Exporting Forecast Data
Given the forecast is displayed, when the manager clicks the 'Export CSV' button, then a CSV file is downloaded containing date, predicted morale score, and confidence interval values for the selected horizon and team.
Alert & Notification Rules
"As a manager, I want to receive notifications when forecasted morale dips below critical levels so that I can proactively address issues."
Description

Create a rules engine that monitors forecast outputs and triggers alerts when predicted morale values exceed defined thresholds or exhibit significant changes. Allow managers to configure notification channels (email, in-app, Slack) and customize threshold parameters per team or project.

Acceptance Criteria
Configuring Alert Thresholds for a Team
Given a manager sets a morale threshold for a team; When the Trend Forecast predicts morale values exceeding the threshold for two consecutive forecast periods; Then an alert must be triggered and delivered via all configured notification channels within 5 minutes.
Custom Notification Channel Selection
Given a manager selects one or more notification channels (email, in-app, Slack); When a forecast breach occurs; Then notifications must be sent only through the selected channels and confirmation received for each.
Per-Project Threshold Parameter Customization
Given a manager configures distinct morale thresholds per project; When a project’s forecast crosses its configured threshold; Then only that project’s alert is triggered without affecting alerts for other projects.
Alert Suppression on Acknowledgment
Given an alert has been acknowledged by the manager; When subsequent forecast breaches occur within one hour of acknowledgment; Then no additional alerts are sent for that same threshold event.
High Change Rate Alerts
Given the system detects a week-over-week morale drop greater than or equal to 10%; When this change rate is forecasted; Then a high-change alert is generated, flagged as urgent in the dashboard, and sent via configured channels.
Data Export & Reporting
"As a project lead, I want to export forecast reports and raw data so that I can share insights with senior management and incorporate them into broader business reviews."
Description

Enable exporting of forecast results and associated data into CSV, PDF, and dashboard report formats. Support scheduling of automated report generation and delivery to stakeholders, facilitating offline analysis and executive reporting.

Acceptance Criteria
Ad-hoc CSV Export by Manager
Given the manager is on the Trend Forecast page, when they select a date range and click 'Export CSV', then a CSV file containing forecast results, metadata (date range, generation timestamp), and column headers downloads successfully and opens without errors in standard spreadsheet software.
Scheduled PDF Report Delivery
Given the manager configures a weekly PDF report schedule with selected stakeholders, when the scheduled time arrives, then the system generates a PDF containing forecast charts and tables, attaches it to an email, and sends it to all configured stakeholders.
Dashboard Report Generation for Executive Meeting
Given the manager clicks 'Generate Dashboard Report', when the report renders, then the system displays an interactive dashboard view and offers an export option to PDF or PNG preserving all visual styles and annotations.
Custom-Branded PDF Report Export
Given the manager has uploaded a custom logo and set a report title, when exporting a PDF report, then the PDF includes the logo in the header, the custom title on the cover page, and correctly formatted forecast data.
Bulk Export of Forecast Metrics
Given the manager selects 'Export All Metrics', when the data volume exceeds 5MB, then the system compresses the CSV files into a ZIP archive and provides a single downloadable ZIP without loss of data.

Insight Layers

Enables overlaying additional data layers—such as project milestones, work hours, or location—on the heatmap, offering contextual insights that help pinpoint root causes of morale shifts.

Requirements

Data Source Integration
"As a manager, I want to integrate project milestone data into the heatmap so that I can correlate deadlines with team morale changes."
Description

Provide seamless integration with external data sources such as project management tools (for milestones), time-tracking systems (for work hours), and geolocation services. The system must support API-based connections with configurable refresh intervals, data mapping to heatmap coordinates, error handling, and secure authentication. This integration enables managers to overlay real-time contextual data on the morale heatmap, offering insights into how project phases, workload, and team distribution impact engagement.

Acceptance Criteria
API Connection Setup for Milestone Data
Given valid project management API credentials When establishing a connection Then the system returns HTTP 200 within 5 seconds and ingests milestone data as JSON
Configurable Data Refresh Interval Settings
Given an admin user When setting the data refresh interval to a value between 5 and 1440 minutes Then the system applies the new interval and executes data synchronization at the configured rate
Data Mapping Accuracy Verification
Given imported milestone data When mapping to the heatmap timeline Then each milestone appears at the correct date and time coordinate with accurate labeling
Error Handling in Data Source Failures
Given a failed API response (4xx or 5xx) When attempting data retrieval Then the system logs the error, notifies the admin via dashboard alert, and retains the previous valid data layer
Secure Authentication for External Data Sources
Given OAuth2 or API key authentication enabled When storing credentials Then all credentials are encrypted at rest, transmitted over TLS, and excluded from all logs
Layer Toggle Controls
"As a team manager, I want to toggle insight layers on the heatmap so that I can focus on specific data context when analyzing team morale."
Description

Implement interactive controls that allow users to enable or disable individual insight layers on the heatmap. Controls should include layer on/off toggles, reorder functionality, and opacity sliders. The interface must be intuitive, responsive, and maintain state across sessions. This feature ensures that managers can focus on specific contextual data without visual clutter.

Acceptance Criteria
Enable Layer Toggle
Given the heatmap is displayed When a user clicks the toggle for a specific insight layer Then that layer is turned on or off immediately without affecting other layers; And the heatmap updates to reflect the change
Reorder Insight Layers
Given multiple insight layers are active When a user drags and drops a layer in the layer list Then the layer order in the heatmap overlay updates accordingly; And the visual priority of layers matches the new order
Adjust Layer Opacity
Given an insight layer is active When a user moves the opacity slider for that layer Then the layer’s transparency changes in real time on the heatmap; And the slider displays the correct percentage value
Persist Layer State Across Sessions
Given a user customizes layer toggles, order, and opacity When the user refreshes the page or logs in later Then the previously set toggle states, order, and opacity levels are restored exactly; And no manual reconfiguration is needed
Responsive Controls on Various Screen Sizes
Given the interface is accessed on desktop, tablet, or mobile When the screen size changes or device rotates Then layer toggle controls, reorder handles, and opacity sliders remain fully functional and visible; And no functionality is lost or obscured
Visualization Customization
"As a manager, I want to customize visualization settings of insight layers so that I can tailor the heatmap view to my preferences and highlight relevant data."
Description

Enable users to customize the appearance of each insight layer, including color schemes, opacity levels, legend labels, and display order. Provide a settings panel where users can save and switch between visualization presets. Customization enhances clarity and ensures that visual overlays align with user preferences and organizational branding.

Acceptance Criteria
Custom Color Scheme Application
Given the user is in the Insight Layers settings panel, When the user selects a color picker for a specific data layer and chooses a valid color value, Then the corresponding heatmap overlay updates immediately to that color and the preview reflects the change.
Opacity Adjustment and Preview
Given the user is viewing the settings panel for an insight layer, When the user adjusts the opacity slider to a value between 0% and 100%, Then the overlay’s opacity on the main heatmap changes in real time to match the selected value.
Legend Label Editing
Given the user has multiple insight layers displayed, When the user edits a legend label in the settings panel and saves the change, Then the heatmap legend updates to show the new label text without requiring a page reload.
Display Order Reordering
Given the user has at least three insight layers enabled, When the user drags and drops layers into a new order in the settings panel, Then the visual overlays on the heatmap reflect the new stacking order in real time.
Visualization Preset Saving and Switching
Given the user has customized multiple visualization parameters (color, opacity, labels, order), When the user saves these settings as a new preset with a unique name, Then the preset appears in the presets list and selecting it applies all saved settings instantly.
Layer Filtering Functionality
"As a remote team manager, I want to filter insight layers by project and time range so that I can focus on specific segments of data for more targeted analysis."
Description

Provide filtering options for insight layers based on project, time range, and geographic location. Filters should be combinable and applied in real time, updating the heatmap view immediately. This functionality helps managers drill down into specific segments of data, making it easier to identify patterns and root causes of morale shifts.

Acceptance Criteria
Filtering by Project Updates Heatmap in Real Time
Given the manager is viewing the heatmap dashboard When the manager selects "Project Alpha" in the project filter Then the heatmap updates within 2 seconds to display only morale data for "Project Alpha"
Filtering by Time Range Adjusts Morale Insights
Given the manager has the heatmap displayed When the manager sets the time range filter from "2025-01-01" to "2025-03-31" Then the heatmap updates in real time to show morale data only within the specified date range
Filtering by Geographic Location Reflects Correct Data
Given the manager is using the location filter on the dashboard When the manager selects "EMEA" region Then the heatmap immediately updates to include data points only from the EMEA region
Combining Multiple Filters Narrows Heatmap Correctly
Given the manager has set project filter to "Project Beta" and time range filter to last 30 days When the manager adds the location filter "APAC" Then the heatmap updates in real time to display only APAC data for "Project Beta" within the last 30 days
Clearing All Filters Resets Heatmap to Default View
Given the manager has applied project, time range, and location filters When the manager clicks "Clear All Filters" Then the heatmap resets to display global, all-project morale data for the default time range
Performance Optimization
"As a user, I want the dashboard to load and update smoothly even with multiple insight layers so that I can analyze data without delays."
Description

Optimize data retrieval, rendering, and caching mechanisms to ensure the dashboard remains responsive when multiple insight layers are active. Implement lazy loading, client-side caching, and efficient data queries. Define performance benchmarks and conduct stress testing. This requirement is critical for maintaining user experience and preventing lag under heavy data loads.

Acceptance Criteria
Multiple Insight Layers Rendering
Given the dashboard is loaded with data; When three or more insight layers are activated simultaneously; Then data for each layer loads within 1 second; And the heatmap updates smoothly without frame drops.
Lazy Loading Activation
Given a user scrolls or navigates to a new region of the heatmap; When additional insight layers are present but not yet in view; Then only layers in view load initial data; And off-screen layers load on-demand within 500ms of becoming visible.
Client-side Caching Efficiency
Given a user toggles an insight layer off and on again within a 5-minute window; When the layer is reactivated; Then data is retrieved from the cache in under 200ms; And no additional network requests are made.
Efficient Data Query Performance
Given the backend service receives a query for combined insight layers; When the query parameters include time range, location, and milestone filters; Then the API responds within 300ms under normal load; And uses indexed queries to minimize database load.
Stress Testing Under Load
Given 100 concurrent users toggle insight layers; When a stress test is performed for 5 minutes; Then the dashboard maintains a median response time below 1 second; And CPU and memory usage stays below 70%.
Access Permission Management
"As an admin, I want to control access permissions for insight layers so that only authorized users can add or modify sensitive data overlays."
Description

Introduce a permissions framework that controls which users can view, add, edit, or remove insight layers. Integrate with existing user roles and authentication systems. Provide an admin interface for setting and auditing layer permissions. This ensures data security and proper governance of sensitive contextual overlays.

Acceptance Criteria
Admin configures layer permissions for a user role
Given an admin sets view and edit permissions for the 'Project Manager' role on a specific insight layer, when they save changes, then users with that role can view and edit the layer within 2 seconds.
User with granted edit permission modifies an insight layer
Given a user has edit permission on an insight layer, when they update the layer's metadata, then the changes are saved successfully and immediately reflected on the dashboard.
User without permission denied access to remove a layer
Given a user without remove permission attempts to delete an insight layer, when they invoke the delete action, then an error message 'Permission denied' is displayed and the layer remains intact.
Audit logs record permission changes
Given any permission change is made by an admin, when the change is saved, then an audit log entry is created with timestamp, admin user ID, target role or user, and details of the changed permissions.
Role-based permission inherited by new user accounts
Given a new user is assigned to the 'Analyst' role, when they first access Insight Layers, then they automatically have the view permission for all layers configured for the 'Analyst' role.

Focus Filters

Allows managers to filter the heatmap by team, department, role, or custom time ranges, streamlining analysis and ensuring targeted interventions for specific groups.

Requirements

Multi-Criteria Filter Selection
"As a team manager, I want to combine filters for team, department, role, and time range so that I can pinpoint specific groups’ engagement trends without manually toggling each filter separately."
Description

Enable managers to apply multiple filters simultaneously (team, department, role, time range) to the heatmap, facilitating complex queries and precise analysis of engagement metrics across different segments.

Acceptance Criteria
Filtering by Team and Department
Given a manager has selected "Engineering" as the Team filter and "Product" as the Department filter When the heatmap is refreshed Then only entries that belong to the Engineering team within the Product department are displayed
Filtering by Role and Time Range
Given a manager applies the Role filter for "Senior Developer" and sets a custom time range from 2025-04-01 to 2025-04-30 When the heatmap data loads Then only engagement metrics for Senior Developers within the specified date range are shown
Clearing and Modifying Multiple Filters
Given multiple filters (Team, Department, Role, Time Range) are active When the manager clears the Department and Role filters and selects a new time range Then only the remaining filters (Team and new Time Range) are applied and the heatmap updates accordingly
Concurrent Filter Application Performance
Given the manager applies all four filter types simultaneously When the heatmap data request is sent Then the heatmap updates in under 2 seconds and displays correct filtered data without errors
No Results Filter Combination Handling
Given the manager selects filter values that yield no matching records When the heatmap refreshes Then a "No data found for selected filters" message is displayed and the heatmap area is empty
Custom Time Range Selector
"As a manager, I want to select a custom time range for the heatmap so that I can analyze team morale fluctuations during unique project phases or sprint cycles."
Description

Implement a dynamic date picker allowing managers to define arbitrary start and end dates for the heatmap, supporting ad hoc analysis of morale trends over custom periods beyond default intervals.

Acceptance Criteria
Valid Custom Date Range Selection
Given the manager is viewing the morale heatmap, When the manager selects a valid start date and end date using the date picker, Then the heatmap updates to display morale data only for the selected date range.
Invalid Date Range Handling
Given the manager selects an end date earlier than the start date, When the manager attempts to apply the date range, Then an inline error message is displayed and the date range is not applied.
Date Picker Boundary Limits
Given the manager opens the custom date picker, Then the selectable dates are restricted to the range from the earliest available survey data to the current date.
Rapid Date Range Updates
Given the manager applies a new custom date range, When the manager changes the start or end date multiple times, Then the heatmap updates within 2 seconds each time without a full page reload.
Deep-Linking with Custom Date Range
Given the manager shares a URL containing custom date range parameters, When another user opens the URL, Then the heatmap loads with the same start and end dates pre-applied.
Team & Department Picker
"As a department head, I want to pick one or more teams or entire departments so that I can quickly assess engagement levels within my domain without navigating away from the dashboard."
Description

Introduce a hierarchical dropdown or tree view to let managers select one or multiple teams and departments, streamlining the process of isolating specific organizational units in the engagement heatmap.

Acceptance Criteria
Single Team Selection
Given the manager opens the Team & Department Picker When they select a single team Then the heatmap updates to display only that team's engagement data
Multiple Departments Selection
Given the manager opens the picker When they select multiple departments Then the heatmap displays combined engagement data for all selected departments
Hierarchical Navigation
Given the manager opens the hierarchical dropdown When they expand a department Then all child teams within that department become selectable
Search and Filter Functionality
Given the manager types a team or department name into the search field When they press enter Then matching items are highlighted and available for selection
Clearing All Selections
Given the manager has one or more teams or departments selected When they click the clear button Then all selections are removed and the heatmap resets to default view
Role-Based Heatmap Filtering
"As an engineering director, I want to filter the heatmap by role so that I can understand how morale varies among developers versus QA engineers."
Description

Add filter controls that allow managers to segment the heatmap based on employee roles (e.g., developer, designer, QA), ensuring targeted insights into how different job functions are experiencing morale changes.

Acceptance Criteria
Filtering Heatmap by Single Role
Given a manager selects a single role (e.g., Developer) in the role filter, when the filter is applied, then the heatmap displays only morale data for that role.
Filtering Heatmap by Multiple Roles
Given a manager selects multiple roles (e.g., Designer and QA) in the role filter, when the filter is applied, then the heatmap displays combined morale data for the selected roles only.
Clearing Role Filter Selections
Given a manager has previously selected one or more roles in the filter, when the manager clicks the 'Clear Filters' button, then all role selections are removed and the heatmap returns to showing data for all roles.
Persisting Role Filter Across Sessions
Given a manager sets a role filter and closes the dashboard, when they reopen the dashboard in the same browser session, then the previously selected role filter remains active and the heatmap is filtered accordingly.
Error Handling for Invalid Role Selections
Given a manager attempts to apply an invalid or unsupported role selection, when the filter action is triggered, then the system displays an error message and prevents the heatmap from updating with invalid data.
Saved Filter Presets
"As a product manager, I want to save my preferred filter configurations so that I can instantly load them for recurring engagement reviews without rebuilding filters each time."
Description

Provide functionality for managers to save frequently used filter combinations as presets, enabling quick reapplication of common filter sets and reducing repetitive setup for routine analyses.

Acceptance Criteria
Saving a New Filter Preset
Given the manager has configured a combination of team, department, role, or custom time range filters on the heatmap, When they click “Save Preset”, enter a unique preset name, and confirm, Then the new preset is added to the list of saved presets and can be selected for future use.
Applying a Saved Filter Preset
Given the manager’s dashboard displays saved filter presets, When they select a preset from the presets list, Then the heatmap automatically updates to reflect the filter settings stored in that preset.
Preventing Duplicate Preset Names
Given the manager attempts to save a new preset using a name that already exists, When they submit the name, Then the system displays an error message indicating the name is already in use and prevents saving until a unique name is provided.
Editing an Existing Filter Preset
Given the manager selects “Edit” on an existing saved preset, modifies one or more filter settings, and saves, When the update is confirmed, Then the preset’s filter configuration is updated and subsequent applications of that preset use the revised settings.
Deleting a Saved Filter Preset
Given the manager selects “Delete” on a saved preset and confirms the deletion, When the confirmation is accepted, Then the preset is removed from the presets list and is no longer available for selection.

Snapshot Share

Provides one-click export of heatmap views as shareable images or interactive links, making it easy to include real-time morale visuals in presentations or team updates.

Requirements

One-Click Heatmap Export
"As a remote team manager, I want to one-click export the heatmap as an image so that I can embed it in my presentations and updates easily."
Description

The system shall enable users to export the current morale heatmap view as a high-resolution image file (PNG or JPEG), preserving color gradients, legend, time stamps, and annotations. Exported images must be optimized for presentation quality and support configurable dimensions and resolution settings. The feature integrates directly into the dashboard toolbar, offering seamless access without disrupting the real-time data feed.

Acceptance Criteria
Presentation Preparation
When a user clicks the export button on the dashboard toolbar, a high-resolution PNG or JPEG file is downloaded that accurately preserves color gradients, legend, timestamp, and annotations.
Custom Dimension Configuration
Given a user specifies custom width and height values in the export settings, when exporting, the resulting image matches the exact specified dimensions.
High-Resolution Export Verification
When a user selects a specific resolution setting (e.g., 300 DPI) before exporting, the exported image metadata confirms and renders at the chosen DPI.
Annotation Integrity Check
Given annotations are present on the heatmap, when exporting, all annotations appear in the correct positions and with the original formatting on the exported image.
Seamless Toolbar Access
When the dashboard is actively streaming real-time data, clicking the export button opens the export dialog within two seconds without interrupting or delaying the live data feed.
Interactive Snapshot Link
"As a team leader, I want to share a link to the interactive heatmap so that stakeholders can explore real-time data without needing to log in."
Description

Provide shareable interactive links pointing to a live snapshot of the morale heatmap. Recipients with a valid link should be able to zoom, pan, and hover over data points to see detailed metrics without requiring full platform login. Links must respect existing access controls and expire after a configurable duration for security.

Acceptance Criteria
Interactive Link Generation
Given a manager selects 'Share' on the heatmap view When they choose 'Generate Interactive Link' Then the system creates a unique URL that loads the live heatmap with current data without requiring login.
Access Control Enforcement
Given a recipient opens the link without being logged in When they access restricted team data Then they are prompted for authentication or see an 'Access Denied' message based on original permissions.
Map Interaction Functionality
Given a recipient opens the interactive link When they hover over, zoom, or pan the heatmap Then the map updates in real-time showing tooltips with detailed metrics without page reload.
Link Expiration Enforcement
Given a link is generated with a 48-hour expiration When a user attempts to access the link after 49 hours Then the system displays a 'Link expired' message and denies access.
Configurable Expiry Settings
Given a manager configures link expiration to 7 days in settings When they generate a link Then the link respects the 7-day expiration timeframe.
Custom Annotation Overlay
"As a manager, I want to annotate the snapshot with comments and highlights so that I can contextualize the data for my audience."
Description

Allow users to add annotations, highlights, arrows, and text comments directly onto the heatmap snapshot within the export interface. Annotations should be editable, color-coded, and optionally visible in both static images and interactive views. This feature enhances context by enabling managers to call out specific areas of interest before sharing.

Acceptance Criteria
Adding a New Annotation
Given the user is in the heatmap export interface, When they click 'Add Annotation' and place a marker or draw a shape, Then the annotation should appear on the snapshot and be selectable.
Editing Existing Annotations
Given an existing annotation on the snapshot, When the user selects it and modifies the text, size, position, or shape, Then the changes should be applied immediately and preserved until export.
Color Coding Annotations
Given the annotation color palette is available, When the user selects a color before or after adding an annotation, Then the annotation’s border and text should update to the chosen color.
Annotation Visibility Toggling
Given the annotations toggle control, When the user disables annotations for static export or interactive view, Then all annotations should be hidden from the output, and when re-enabled, they should reappear.
Export with Annotations
Given the user has added and configured annotations, When they export the heatmap as a static image or interactive link, Then all annotations should be rendered correctly in the final export.
Scheduled Snapshot Delivery
"As a manager, I want snapshots delivered automatically to my team every week so that we consistently review morale metrics without manual effort."
Description

Enable users to schedule automated exports of heatmap snapshots at regular intervals (daily, weekly, or monthly) and deliver them via email or integrated messaging platforms (e.g., Slack). Schedules should support multiple recipients, customizable subject lines, and message templates. The service runs as a background job to ensure reliability without manual intervention.

Acceptance Criteria
Daily Email Snapshot Delivery
Given a user configures a daily snapshot delivery at a specific time via email, when the scheduled time arrives, then the system must send an email to each specified recipient containing the attached heatmap image and the default subject line "Daily Team Morale Snapshot" with the correct template in the email body.
Weekly Slack Snapshot Delivery
Given a user schedules a weekly snapshot delivery to a Slack channel at a defined day and time, when the schedule triggers, then the system must post a message in the designated Slack channel containing a valid interactive link or embedded image of the current heatmap along with the configured message template.
Monthly Multi-Channel Multi-Recipient Delivery
Given a user sets up a monthly snapshot delivery to multiple recipients across email and Slack, when the scheduled job runs, then each recipient must receive the heatmap snapshot via their chosen channel, and all deliveries must complete without errors or omissions.
Subject Line and Message Template Customization
Given a user customizes the email subject line and message template with placeholders (e.g., {{date}}, {{team_name}}), when the snapshot is delivered, then the placeholders must be replaced with the correct values and the final subject and body must match the user-defined template.
Background Job Reliability and Error Handling
Given the background job encounters a delivery failure (e.g., network error), when the job runs, then the system must retry the delivery up to three times with exponential backoff, log each attempt and any errors, and if all retries fail, generate an in-app notification to the user detailing the failure.
Snapshot Access Control
"As an admin, I want to set view/edit permissions for snapshots so that confidential team data is only accessible to authorized users."
Description

Implement robust permissions and access-control settings for shared snapshots. Users can specify view-only or comment permissions per recipient or group. The system logs access events and enforces single-sign-on policies for interactive views. Administrators can revoke access or adjust permissions post-share to maintain data security.

Acceptance Criteria
Individual Recipient Permission Assignment
Given a manager shares a snapshot with an individual and assigns view-only permission, when the recipient accesses the snapshot then they can view but cannot add comments or make edits; and when a comment or edit is attempted, the action is blocked with an 'Insufficient Permissions' notification.
Group Permission Assignment
Given a manager selects a user group and assigns comment permission, when any group member accesses the snapshot, then they can view and comment but cannot modify share settings; and the appropriate permission icon is displayed to all group members.
Access Event Logging
Given a snapshot is accessed by any user, when the snapshot is viewed or interacted with, then the system logs the user ID, timestamp, access type (view or comment), and source IP to the audit log; and the log entry is retrievable via the Admin Audit Log interface.
Interactive View SSO Enforcement
Given an interactive link is shared, when a user clicks the link, then they are required to authenticate via the organization's SSO provider before viewing, and unauthorized users are redirected to an access denied page.
Post-Share Permission Revocation and Adjustment
Given a snapshot has been shared, when an administrator revokes or changes permissions for a recipient or group, then access adjusts in real time and users with revoked access receive an error on next access attempt, and updated permissions apply immediately without re-sharing.

Hotspot Highlights

Automatically flags and summarizes consistent high- and low-engagement zones over selected periods, helping managers recognize patterns and celebrate successes or address challenges effectively.

Requirements

Real-Time Engagement Aggregation
"As a remote team manager, I want real-time aggregation of engagement data so that I can rely on up-to-date information when monitoring team morale."
Description

Ingest and normalize live pulse survey responses and engagement metrics from multiple data sources, ensuring low-latency updates to the hotspot analysis pipeline. Integrates seamlessly with existing databases and APIs, maintaining data consistency and freshness for accurate trend detection.

Acceptance Criteria
Live Pulse Survey Ingestion
Given a new pulse survey response arrives via the ingestion API, when the system receives the payload, then the response is normalized into the unified engagement schema and available in the hotspot analysis database within 5 seconds.
External API Data Integration
Given engagement metrics are available via external REST API, when the scheduled fetch executes, then the system successfully fetches, normalizes, and stores all new records without duplication, logging any anomalies.
Multi-Source Data Consistency Check
When data from multiple sources is ingested concurrently, then the system deduplicates records based on unique identifiers and ensures no data loss by verifying record counts match expected totals.
Latency Monitoring and Alerting
Given ingestion latency exceeds 10 seconds for any data source, when detected, then an alert is triggered to the operations dashboard and emailed to the engineering team within 1 minute.
Error Handling and Retry Logic
When a data source endpoint returns a transient error, then the system retries up to 3 times with exponential backoff and logs all failures, and if ultimately unsuccessful, logs a critical error with full payload details.
Hotspot Pattern Analyzer
"As a manager, I want automatic pattern analysis of engagement trends so that I can quickly identify areas of concern or success without manual data review."
Description

Process aggregated engagement data to detect consistent high- and low-engagement zones over selected periods. Utilizes statistical methods and machine learning clustering to identify meaningful patterns, providing metrics such as trend slopes, frequency of dips or peaks, and confidence intervals.

Acceptance Criteria
High-Engagement Cluster Detection
Given a 30-day period of engagement scores for a distributed team, When the Hotspot Pattern Analyzer processes the data, Then it should identify clusters where the daily engagement score is consistently above 80% for at least 7 consecutive days and label them as high-engagement hotspots with a 95% confidence level.
Low-Engagement Dip Identification
Given a 14-day period of engagement scores, When the Analyzer runs, Then it should detect dips where engagement falls below 50% for at least 3 non-consecutive days within that period and report these as low-engagement hotspots.
Trend Slope Calculation Accuracy
Given engagement data points over a selected 8-week period, When calculating trend slopes, Then the system should compute the linear regression slope for each hotspot with an error margin of less than 0.01 compared to the baseline statistical model.
Frequency of Peaks and Dips Reporting
Given monthly aggregated data, When generating the hotspot summary, Then it should report the number of distinct peaks and dips detected within the period and match the count produced by the reference clustering algorithm.
Confidence Interval Validation
Given historical engagement data, When calculating confidence intervals for identified hotspots, Then the system should return intervals that cover at least 90% of subsequent real-world engagement observations within the same period.
Dynamic Timeframe Selector
"As a manager, I want to select custom timeframes for analysis so that I can focus on specific periods relevant to project milestones or events."
Description

Provide an interactive UI component allowing managers to define custom analysis windows (e.g., last week, month, or a specific date range). Supports both preset ranges and fully custom periods, triggering immediate recalculation and visualization of hotspots upon selection.

Acceptance Criteria
Preset Timeframe Selection
Given a manager views the Hotspot Highlights dashboard When they select the preset timeframe "Last Week" Then the dashboard displays hotspots calculated from the past 7 calendar days ending yesterday
Custom Date Range Entry
Given a manager enters a start date and end date within allowable bounds When they click "Apply" Then the dashboard recalculates and displays hotspots for the specified date range
Immediate Visualization Update
Given a manager changes the timeframe via preset or custom inputs When the new range is confirmed Then the dashboard updates hotspot visualizations within 2 seconds reflecting the selected period
Invalid Date Range Handling
Given a manager inputs an end date earlier than the start date or a date outside system limits When they attempt to apply the range Then the apply control is disabled and an inline error message explains the issue
Timezone-Aware Date Interpretation
Given a manager operating in any time zone When they select dates for a custom range Then the system interprets and aligns dates to UTC boundaries so hotspots reflect the correct global time window
Automated Summary Reporter
"As a manager, I want automated summaries of engagement hotspots so that I can quickly understand key insights and share them with stakeholders."
Description

Generate concise, human-readable summaries of detected engagement hotspots, highlighting top high-engagement streaks and critical low-engagement dips. Includes contextual insights and suggested next steps, formatted for display on the dashboard and exportable in reports.

Acceptance Criteria
Dashboard Hotspot Summary Display
Given a manager opens the PulseSync dashboard, when engagement hotspots are detected for the selected period, then the dashboard displays a concise, human-readable summary highlighting the top three high-engagement streaks and the top three low-engagement dips.
Export Summary Report
Given a manager selects the export option, when generating a report, then the system exports the hotspot summary in PDF and CSV formats with the same concise, human-readable format as displayed on the dashboard.
Contextual Insights Availability
Given engagement hotspots are summarized, when the summary is generated, then each highlighted streak or dip includes contextual insights explaining possible causes based on recent survey comments and trend data.
Suggested Next Steps Recommendation
Given critical low-engagement dips are identified, when the summary is prepared, then the report includes at least two actionable next-step recommendations tailored to the specific team challenges detected.
Real-time Update Accuracy
Given ongoing pulse surveys throughout the day, when new data arrives, then the automated summary reporter updates within five minutes to reflect current hotspots without manual refresh.
Alert & Action Notification System
"As a manager, I want immediate alerts for significant changes in engagement hotspots so that I can address issues before they escalate."
Description

Trigger configurable alerts when engagement hotspots cross defined thresholds, delivering notifications via in-app banners, email, or Slack. Allows managers to set threshold rules and maintain a history of alerts and related actions taken.

Acceptance Criteria
High Engagement Threshold Alert
Given a manager has configured a high-engagement threshold rule When the average engagement score in any hotspot exceeds the defined high threshold for the selected period Then an in-app banner, email, and Slack notification is sent to the manager simultaneously
Low Engagement Threshold Alert
Given a manager has configured a low-engagement threshold rule When the average engagement score in any hotspot falls below the defined low threshold for the selected period Then an in-app banner, email, and Slack notification is delivered to the manager simultaneously
Threshold Rule Configuration
Given a manager accesses the alert settings page When they create or update a threshold rule with engagement value, time window, and notification channels Then the system saves the rule and displays it in the active rules list with correct parameters
Alert History Log Retrieval
Given multiple alerts have been triggered over time When a manager views the alert history page Then the system displays a chronological list of past alerts including timestamp, hotspot name, threshold rule, and notification channels
Action Notification with Follow-Up Logging
Given an alert has been delivered When a manager acknowledges the alert and logs an action taken Then the action entry is stored with timestamp and action details and linked to the original alert in history

Spark Scheduler

Automatically identifies optimal five-minute slots based on team availability and time zones, scheduling huddles without manual coordination to ensure maximum attendance and minimal disruption.

Requirements

Availability Data Aggregation
"As a team manager, I want the system to automatically gather availability information from each team member so that optimal huddle times can be determined without manual input."
Description

Collect and aggregate real-time availability data from team members across connected calendars and presence indicators. This requirement ensures the scheduler has up-to-date information on who is free or busy, centralizes disparate data sources, and provides a reliable foundation for slot calculations. By continuously syncing availability, the feature can adapt to last-minute changes without manual refreshes, improving accuracy and user trust.

Acceptance Criteria
Calendar Sync Initialization
Given a user connects their calendar, when the system performs initial sync, then all existing events within the last 30 days and next 30 days are successfully imported and reflected in availability data within 2 minutes.
Real-Time Availability Update
Given a team member updates their calendar event status, when the change occurs, then the system updates the aggregated availability data in the dashboard within 60 seconds.
Conflict Resolution Handling
Given overlapping events across multiple calendars for a user, when conflicts are detected, then the system marks the user as 'busy' for any overlapping time slot and logs conflict details for auditing.
Presence Indicator Integration
Given a user’s presence status changes (e.g., away, busy, available) in the integrated chat tool, when the status updates, then the availability data accurately reflects the new presence state within 30 seconds.
Data Source Failure Recovery
Given a temporary failure in a connected calendar service, when the system detects the outage, then it retries synchronization every 5 minutes, logs each retry, and alerts the admin dashboard if failures persist beyond 3 attempts.
Time Zone Normalization Engine
"As a distributed team manager, I want availability times standardized to a common reference so that scheduling decisions accurately account for all team members' local times."
Description

Implement a robust time zone normalization engine that converts and aligns each team member’s local availability into a unified reference frame. This engine automatically handles daylight saving changes and regional offsets, ensuring fairness in time slot suggestions. Accurate normalization prevents scheduling errors and ensures that proposed huddles respect every participant’s local working hours.

Acceptance Criteria
Cross-Region Team Availability Alignment
Given team members in UTC-5 and UTC+9 submit their availability, when the normalization engine runs, then their local times are converted to UTC and aligned such that suggested slots fall within all members’ local working hours (09:00–17:00).
Daylight Saving Time Adjustment
Given a team member’s region enters daylight saving time, when the normalization engine processes availability, then the engine automatically adjusts offsets by one hour without requiring manual input, ensuring suggested slots remain within local working hours.
Unavailable Time Exclusion
Given a member marks unavailable periods in their local calendar, when the normalization engine normalizes times, then it excludes those periods from proposed slots across all time zones.
Edge Case - International Date Line
Given team members on both sides of the International Date Line, when availability is normalized, then the engine correctly handles date transitions so that proposed slots do not fall outside any member’s local working day.
Historical Availability Consistency
Given a past date with different daylight saving rules, when retrieving historical availability, then the engine applies the correct historical offsets for accurate slot reconstruction.
Optimal Slot Identification Algorithm
"As a manager, I want the system to suggest optimal meeting windows so that we can maximize attendance and minimize interruptions."
Description

Develop an AI-powered algorithm to analyze aggregated availability data and propose the best five-minute huddle slots. The algorithm weighs factors such as maximum attendance potential, time zone fairness, and minimal disruption to ongoing tasks. It ranks candidate slots and highlights the top options, enabling managers to book meetings quickly with confidence that attendance will be high.

Acceptance Criteria
Optimal Attendance Slot Selection
Given aggregated availability data for all team members When the algorithm runs Then it returns a list of candidate five-minute slots sorted by descending attendance potential
Time Zone Fairness Verification
Given team members across at least three distinct time zones When the algorithm evaluates each candidate slot Then the top-ranked slot's time falls within normal working hours (9 AM - 5 PM) for at least 80% of participants
Work Disruption Minimization
Given each candidate slot's overlap with members' existing calendar events When calculating disruption scores Then the selected top slot has an average conflict duration less than or equal to 2 minutes per participant
Real-time Availability Updates
Given a change in a team member's availability When the algorithm receives the updated data Then it recomputes and updates the top three slot suggestions within 5 seconds
Slot Ranking Highlight
Given the algorithm's output of ranked slots When presenting to the manager Then the UI highlights the top three slots with clear rank indicators and corresponding attendance percentages
Calendar Integration API
"As a team manager, I want the scheduler to sync with our calendars so that suggested huddles are automatically reflected and updated."
Description

Provide bi-directional integration with major calendar platforms (e.g., Google Calendar, Outlook) to read free/busy data and create or update events seamlessly. The API handles authentication, permission scopes, and conflict detection, ensuring that auto-scheduled huddles appear on users’ calendars and respect existing commitments. Integration reliability is crucial for user adoption and trust.

Acceptance Criteria
Reading User Free/Busy Data
Given a valid OAuth token for Google Calendar, when the API endpoint is invoked to fetch free/busy information for a user over the next seven days, then it returns HTTP 200 with a JSON payload containing busy time slots with start and end timestamps.
Creating Huddle Event
Given a valid OAuth token for Outlook, when the API is called to create a five-minute huddle event with specified title, participants, and time slot, then the event is successfully created on the user’s calendar and the API returns HTTP 201 along with the event ID and details.
Handling Authentication Scope Renewal
Given an expired calendar access token, when the API attempts to use the token, then it automatically refreshes the token using the refresh token and retries the original request without user intervention, resulting in a successful response.
Detecting Event Conflicts
Given a proposed huddle time slot, when the API checks the user’s free/busy data, then it flags any conflicts with existing events and returns HTTP 409 with details of conflicting event times.
Updating Existing Calendar Event
Given an existing huddle event created by PulseSync, when the API is called to update the event’s time or details, then the event is updated on the calendar and the API returns HTTP 200 with the updated event information.
Automated Invitation Dispatch
"As a project lead, I want the system to send meeting invites automatically so that I save time on manually informing participants."
Description

Enable automatic dispatch of meeting invitations and reminders to selected participants once an optimal slot is confirmed. Invitations include agenda summaries and links to join virtual huddles. The system tracks responses and sends follow-up reminders, reducing manual coordination overhead and ensuring high visibility of scheduled huddles.

Acceptance Criteria
Invitation Dispatch After Slot Confirmation
Given an optimal time slot is confirmed, when the system finalizes the slot, then calendar invitations including agenda summary and virtual huddle link are sent to all selected participants within 60 seconds.
Accurate Agenda and Link Inclusion
Given an invitation is generated, the invitation description shall contain the full agenda summary and a working virtual huddle link that opens the correct meeting room.
Participant Response Tracking
Given invitations have been sent, the system shall track participant responses (Accepted, Declined, Tentative) and update the huddle status dashboard in real time.
Automated Reminder for Non-Responders
Given participants who have not responded 24 hours before the huddle, the system shall send automated reminders with agenda and join link to those participants.
Error Handling for Failed Dispatch
Given an invitation dispatch fails due to email service error, the system shall retry up to 3 times and log the failure; if retries fail, notify the huddle organizer via email.

Agenda AI

Generates concise, data-driven agendas by analyzing recent engagement dips and feedback, focusing discussions on the most critical issues to reenergize teams efficiently.

Requirements

Automated Engagement Data Analysis
"As a team manager, I want the system to automatically analyze recent engagement and feedback data so that I can focus meeting agendas on the most pressing issues without manual data handling."
Description

Ingest and preprocess recent pulse survey responses, sentiment scores, and engagement metrics, applying natural language processing and statistical techniques to identify trends, sentiment shifts, and areas of concern to provide clean, normalized data for the Agenda AI pipeline.

Acceptance Criteria
Ingesting Raw Engagement Data
Given raw pulse survey responses are available in the source systems When the automated ingestion pipeline runs Then all responses from the last 7 days are fetched and stored in the staging area without duplicates and with correct timestamps
Preprocessing Text Responses
Given the raw text feedback from surveys When the NLP preprocessing step executes Then all text is cleaned (special characters removed, stop words filtered), tokenized, and lemmatized with at least 95% of entries successfully processed
Calculating Sentiment Scores
Given preprocessed text feedback When the sentiment analysis module runs Then each feedback entry is assigned a sentiment score between -1 and 1 with at least 90% accuracy compared to manual labeling
Identifying Engagement Trends
Given ingestion and analysis results for the past two weeks When the trend detection algorithm executes Then emerging negative sentiment trends and engagement dips are identified with confidence scores above 0.8 and flagged for review
Normalizing and Exporting Data
Given processed metrics and sentiment scores When the normalization routine is applied Then all metrics are scaled between 0 and 1, timestamped, and exported to the Agenda AI pipeline in JSON format within two minutes of analysis completion
Topic Prioritization Engine
"As a team manager, I want the AI to rank potential discussion topics by urgency so that I can address the most critical morale issues first."
Description

Leverage a priority scoring algorithm that weighs urgency, severity, and trend velocity of identified engagement dips to surface and rank the top issues requiring discussion, ensuring that the AI focuses on the most critical team morale concerns.

Acceptance Criteria
Real-time Issue Ranking
Given a set of identified engagement dips with assigned urgency, severity, and trend velocity metrics, When the Topic Prioritization Engine processes the data, Then the system must display the top five issues sorted in descending order of their composite priority score.
Threshold-Based Issue Filtering
Given issue priority scores computed by the engine, When scores fall below a configurable threshold, Then those issues are automatically excluded from the generated agenda list.
Dynamic Re-ranking with New Data
Given new pulse survey results arriving during an active session, When the data ingestion is complete, Then the engine must recalculate priority scores and update the issue ranking within 30 seconds.
High-Volume Data Performance
Given more than 100 identified issues in the data set, When the engine runs the prioritization algorithm, Then it must complete ranking and display results within 10 seconds.
Manual Override Integration
Given the auto-generated priority list, When a manager manually adjusts the order of issues, Then the system must preserve the override and regenerate the final agenda reflecting the manual rankings.
Agenda Composition Engine
"As a team manager, I want the AI to generate a concise, structured agenda so that I can efficiently guide team discussions and allocate time appropriately."
Description

Generate a structured meeting agenda draft by grouping high-priority topics into thematic sections, attaching concise context summaries, recommended action items, and suggested time allocations for each agenda point to produce clear, actionable meeting outlines.

Acceptance Criteria
High-Priority Topic Identification
Given a list of topics with associated priority scores, When the engine generates an agenda draft, Then the top three topics with the highest priority scores are included as separate agenda points sorted by descending priority.
Context Summary Inclusion
Given each agenda point, When the engine generates the draft, Then a context summary of no more than 50 words is attached to each agenda point containing key facts and recent engagement trends.
Action Item Recommendation
Given each thematic section, When the engine processes the topics, Then at least one recommended action item is suggested for each agenda point with a clear owner and due date.
Time Allocation Accuracy
Given the estimated complexity of each agenda point, When the engine allocates time slots, Then the total allocated time matches the specified meeting duration and no single agenda point is allocated less than 5 minutes or more than 30% of total meeting time.
Thematic Section Grouping
Given a set of topics, When the engine groups them, Then topics are organized into no more than four thematic sections based on similarity of context and each section is labeled with a descriptive title.
Custom Agenda Configuration
"As a team manager, I want to customize the AI-generated agenda parameters so that the agenda aligns with my meeting style and team needs."
Description

Provide a user interface within the PulseSync dashboard that allows managers to adjust agenda parameters—such as number of topics, time per item, depth of context, and AI versus manual content—save custom presets, and override AI-generated suggestions to tailor agendas to team preferences.

Acceptance Criteria
Setting and Saving Custom Preset
Given a manager configures agenda parameters and clicks save, then the new preset is persisted, displayed in the presets list, and selectable for future agendas.
Adjusting Topic Count and Time Allocation
Given a manager edits the number of topics and time per item, then the interface updates values and enforces that total meeting time does not exceed configured limits.
Selecting Depth of Context
Given a manager selects a depth-of-context level, then generated agenda items include detail corresponding to the selected depth setting.
Overriding AI-Generated Suggestions
Given AI-generated suggestions are displayed, when the manager manually edits or replaces items, then manual entries are saved and override AI suggestions.
Switching Between AI and Manual Content
Given the manager toggles to manual content mode, then AI suggestions are disabled and free-form agenda item input is enabled.
Calendar Sync & Alerts
"As a team manager, I want the agenda to sync with my calendar and notify participants so that the team is informed and ready before meetings."
Description

Implement seamless integration with external calendar platforms (e.g., Google Calendar, Outlook) to export finalized agendas as event attachments and trigger in-app and email notifications for meeting participants with agenda details and preparatory materials.

Acceptance Criteria
Agenda Export to Google Calendar
Given a finalized agenda and valid Google account authentication, when the user selects “Export to Google Calendar,” then an event titled with the meeting name is created in the user’s Google Calendar with the full agenda in the description, attachments included, correct date/time, and participant invites sent.
Agenda Export to Outlook Calendar
Given a finalized agenda and valid Outlook account authentication, when the user selects “Export to Outlook Calendar,” then an event with the meeting title is added to the user’s Outlook calendar, including agenda details in the body, attachments, correct date/time, and participant invitations sent.
In-app Notification to Participants
Given a successful calendar export, when the event is created, then all participants receive an in-app notification containing the agenda summary, preparatory materials, meeting date/time, and a link to the full agenda in PulseSync.
Email Notification with Agenda Details
Given a successful calendar export, when the event is scheduled, then each participant receives an email with the agenda summary, attached preparatory materials, calendar event .ics file, and a link to view or edit the agenda in PulseSync.
Handling Export Failures
Given insufficient permissions or connectivity issues, when the user attempts to export the agenda, then an error message is displayed indicating the failure reason, no partial event is created, and the user is provided with corrective action steps.

One-Click Join

Embeds instantly accessible video or chat links directly in the huddle invite, reducing friction and ensuring team members can join the sync with a single click.

Requirements

Instant Link Embedding
"As a remote team member, I want to join the huddle via a single click embedded in the invite so that I can quickly connect without searching for meeting details."
Description

Automatically injects a one-click video or chat join link into the team huddle calendar invite, eliminating manual copying and pasting of meeting URLs. This ensures that attendees can access the sync with a single click from their calendar or email client, reducing friction, minimizing late starts, and increasing overall meeting attendance reliability.

Acceptance Criteria
Embedded Link in Calendar Invite
Given a manager schedules a team huddle, when the invite is generated, then the calendar invite contains a one-click join link inserted in the event description that exactly matches the meeting’s video/chat URL and is clickable in common calendar clients.
Link Accessibility in Email Client
Given an attendee receives the event invite via email, when they open the invite in Gmail, Outlook, or Apple Mail, then the join link is clearly visible, clickable, and opens the correct meeting in the default application with a single click.
Automatic Link Generation for Different Meeting Types
Given a huddle is set up for video or chat mode, when the invite is created, then the system automatically generates and embeds the correct type of join link (video or chat) corresponding to the meeting type.
Link Functionality Across Devices
Given an attendee joins from desktop or mobile, when the one-click join link is clicked, then the meeting opens in the appropriate browser or native client and the attendee is connected to the correct session without additional steps.
Error Handling for Link Injection Failures
Given a failure to retrieve the meeting URL from the system, when the manager attempts to send the invite, then an error message is displayed explaining the issue and the invitation cannot be sent until a valid join link is available.
Secure Authentication
"As a team manager, I want the one-click join links to authenticate users automatically so that only authorized participants can enter the sync without additional login steps."
Description

Implements secure token-based authentication for each embedded join link, verifying user identity and access permissions before connecting to the video or chat session. This requirement protects meeting integrity, prevents unauthorized access, and integrates seamlessly with existing SSO or corporate identity providers.

Acceptance Criteria
Valid Token Authentication
Given a user clicks a join link with a valid token, when they attempt to connect, then the system must validate the token, establish a secure session, and allow access within 2 seconds.
Expired Token Handling
Given a user clicks a join link with an expired token, when they attempt to connect, then the system must display an "Session Expired" message, prevent access, and prompt to request a new link.
Invalid Token Rejection
Given a user clicks a join link with an invalid or tampered token, when they attempt to connect, then the system must log the incident, display an "Access Denied" message, and block the connection.
SSO Integration Verification
Given a user is authenticated via corporate SSO and clicks the join link, when they attempt to connect, then the system must verify SSO credentials, check permissions, and allow seamless access without additional login prompts.
Unauthorized Access Attempt
Given a user without proper session permissions clicks the join link, when they attempt to connect, then the system must deny access, log the user ID and timestamp, and notify the meeting organizer.
Cross-Platform Compatibility
"As a distributed team member using different devices, I want the join link to work seamlessly on my calendar app so that I can join the huddle from any platform without technical issues."
Description

Ensures the one-click join feature functions consistently across major calendar applications (Google Calendar, Outlook, Apple Calendar) and device platforms (Windows, macOS, iOS, Android). It automatically adjusts link formatting, protocol handling, and deep-link invocation to provide a uniform user experience regardless of environment.

Acceptance Criteria
Google Calendar on Windows Desktop
Given a remote tech team manager schedules a huddle invite in Google Calendar on Windows Desktop with the embedded join link, When a participant clicks the one-click join button, Then the default browser or installed conferencing app launches the correct meeting link instantly without additional prompts.
Outlook Calendar on macOS Desktop
Given a huddle invite in Outlook on macOS Desktop containing the PulseSync join link, When a user clicks the embedded link, Then the system automatically opens the designated video or chat application via deep-link, with no manual copy-paste required.
Apple Calendar on iOS Device
Given an Apple Calendar huddle event on an iOS device with the one-click join action, When the team member taps 'Join', Then the native video conferencing app or mobile browser opens and connects directly to the correct meeting.
Google Calendar on Android Device
Given a Google Calendar notification on Android including the one-click join link, When the participant taps 'Join', Then the appropriate video call application launches via deep-link and connects to the meeting within 5 seconds.
Outlook Calendar on Windows Desktop
Given an Outlook calendar event on Windows that includes the PulseSync join link, When the join button is clicked, Then the operating system handles the protocol correctly, launching the meeting in the associated app or default browser without errors.
Apple Calendar on macOS Desktop
Given a huddle event in Apple Calendar on macOS Desktop with the embedded one-click join link, When the user clicks the link, Then the deep-link invocation should open the video conferencing application or fallback to the browser seamlessly.
Performance Optimization
"As an operations specialist scheduling multiple huddles, I want the join links to appear instantly in invites so that scheduling performance remains fast and efficient."
Description

Optimizes link generation and embedding processes to occur in real-time without notable delay in invite creation. Caches common meeting configurations and pre-warms authentication tokens to ensure that the user sees and can click the join link immediately after scheduling, maintaining a smooth and responsive scheduling workflow.

Acceptance Criteria
Scheduling a New Huddle with Default Settings
Given a user schedules a new huddle with default settings, When the invite is generated, Then the video/chat join link appears within 1 second of schedule creation.
Scheduling a Huddle with Custom Configurations
Given a user schedules a huddle with custom meeting configurations (e.g., password, waiting room), When the invite is generated, Then the join link respecting custom settings appears within 1 second and is functional.
Scheduling After Idle Period
Given a user has been idle for over 10 minutes, When they schedule a huddle, Then the pre-warmed authentication token is used so the join link is generated within 1 second.
High-Concurrency Invite Creation
Given a user attempts to create 5 or more invites in quick succession, When each invite is scheduled, Then each join link is generated and displayed within 1 second without delay.
Caching Updates on Configuration Change
Given the common meeting configurations are updated by the administrator, When a user schedules a new huddle with these updated configurations, Then the system invalidates and refreshes cache so join links still appear within 1 second.
Fallback Join Options
"As a team member with restricted device settings, I want backup join options available in the invite so that I can still connect to the huddle if the one-click link doesn’t work."
Description

Provides alternative join mechanisms if the primary one-click method fails, such as displaying direct dial-in numbers, manual URL copy-paste options, or browser-based join links. This ensures that participants can still access the meeting even in environments where deep links are blocked or unsupported.

Acceptance Criteria
Display Direct Dial-In Numbers
Given the one-click join fails, when the user selects 'More Options', then the UI displays a list of country-specific dial-in numbers and each number is a clickable link that initiates a phone call
Provide Manual URL Copy Option
Given the primary join link is blocked, when the user clicks 'Copy Link', then the meeting URL is copied to the clipboard and a success toast notification appears
Browser-Based Join Link
Given the desktop app cannot launch, when the user selects 'Join via Browser', then a browser-based meeting page opens and successfully connects the user to the huddle
Error Handling for Fallback Failure
Given all fallback options are unavailable, when the user attempts to join, then an error message is displayed with troubleshooting steps and a support contact link
Localization of Fallback Options
Given the user’s locale is set to French, when fallback options are displayed, then all UI labels and direct dial-in numbers are presented in French format
Accessibility Support for Fallback Options
When fallback options are displayed, then each option is navigable via keyboard, has appropriate ARIA labels, and is announced correctly by screen readers

Context Snapshot

Includes key morale metrics, recent survey highlights, and relevant comments within the huddle invite, providing participants with necessary context before the meeting starts.

Requirements

Dynamic Data Aggregation
"As a remote team manager, I want the system to automatically gather and summarize the latest morale metrics and survey insights so that I have accurate context for my huddle without spending time on manual data collection."
Description

Develop a backend service that automatically collects, processes, and aggregates key morale metrics, recent AI-powered pulse survey highlights, and relevant team comments. The service must integrate with PulseSync’s existing data pipelines and analytics engine to ensure that the context snapshot reflects up-to-date sentiment trends, critical dips, and positive highlights. The aggregated data will be formatted and prepared for seamless inclusion in huddle invites, reducing manual intervention and delivering consistent insights.

Acceptance Criteria
Context Snapshot Data Retrieval
Given the service is executed, When it queries the data store for morale metrics updated within the last hour, Then it returns all new morale scores for each team member.
Pulse Survey Highlight Aggregation
Given multiple AI-powered pulse survey results exist, When aggregation runs, Then the service identifies the top three positive highlights and the bottom three critical dips.
Team Comments Integration
Given team comments are submitted, When the service processes comments, Then it includes only comments from the last seven days tagged with feedback or concern.
Data Formatting for Huddle Invite
Given aggregated data is ready, When formatting for huddle invite, Then data is organized into a JSON payload matching the invite template schema.
Integration with Analytics Engine
Given the formatted data payload, When the service pushes the payload to the analytics engine API, Then it receives a 2xx success response and the dashboard reflects updated metrics within five minutes.
Snapshot Template Rendering
"As a meeting participant, I want the context snapshot in my calendar invite to be neatly formatted so that I can quickly understand team sentiment before the meeting."
Description

Design and implement a templating engine that formats the aggregated data into a clear, visually coherent context snapshot. The template must include sections for overall morale score, top positive and negative trends, and selected comments. It should support responsive text formatting to fit various calendar and video conferencing invite formats. The engine will draw styling cues from PulseSync’s UI guidelines to maintain a consistent brand experience.

Acceptance Criteria
Overall Morale Score Rendering
Given aggregated morale data is available, when the templating engine generates the context snapshot, then the overall morale score is displayed prominently at the top of the invite in a legible font size
Top Trend Highlighting
Given the AI identifies top positive and negative trends, when the snapshot is rendered, then the two highest positive and two highest negative trends are presented in separate sections with clear labels and bullet formatting
Selected Comment Inclusion
Given recent survey comments are selected, when the template is applied, then up to three comments appear in a quote block with the commenter’s role and date, ensuring readability
Brand Styling Consistency
Given PulseSync UI guidelines, when rendering the snapshot, then the color palette, typography, and spacing match the established brand standards in the style guide
Responsive Invite Formatting
Given different invite platforms (Google Calendar, Outlook, Zoom), when the snapshot is injected into the invite body, then text wraps appropriately and does not overflow or truncate on desktop and mobile views
Custom Metrics Configuration
"As a team manager, I want to choose which morale metrics and comment types to include in the context snapshot so that I can focus on the most relevant insights for my team’s current priorities."
Description

Provide a configuration interface within the PulseSync dashboard that allows managers to select which metrics, timeframes, and comment categories appear in the context snapshot. The interface will support saving multiple presets and previewing how each selection will render in an invite. This feature ensures managers can tailor the snapshot to their team’s specific needs and focus areas.

Acceptance Criteria
Metric Selection Interface
Given the manager is on the Custom Metrics Configuration page, When they view the 'Available Metrics' list, Then they can select or deselect any metric and see the selection reflected in the UI.
Timeframe Selection Interface
Given the Configuration page is open, When the manager chooses a timeframe option from the 'Timeframe' dropdown, Then the corresponding timeframe is applied and displayed in the selection summary.
Comment Category Configuration
Given the manager accesses comment category settings, When they toggle one or more comment categories on or off, Then only the selected categories are included in the context snapshot preview.
Preset Management
Given the manager configures metrics, timeframes, and comment categories, When they click 'Save Preset' and enter a preset name, Then the new preset appears in the 'Saved Presets' list and can be selected for future use.
Snapshot Preview Rendering
Given the manager has made selections and chosen a preset, When they click 'Preview Snapshot', Then a real-time render of the context snapshot displays all chosen metrics, timeframe data, and comment highlights accurately.
Multiple Preset Selection
Given multiple presets exist, When the manager selects a different preset from the 'Saved Presets' list, Then all metric, timeframe, and comment category selections update to match the chosen preset.
Real-time Data Refresh
"As a manager, I want the context snapshot to be based on the most recent survey data so that I’m discussing live trends rather than outdated information."
Description

Implement a scheduled job or webhook-based system that refreshes the aggregated data at configurable intervals (e.g., every hour or on-demand) before generating the context snapshot. The refresh mechanism will ensure that the snapshot always includes the latest survey responses and comments up to the defined cutoff time for each huddle invite.

Acceptance Criteria
Hourly Scheduled Data Refresh Execution
Given the refresh interval is set to hourly, when the scheduled job runs at the top of the hour, then the system must refresh and aggregate all survey responses and comments received up to that moment before generating the context snapshot.
On-Demand Manual Data Refresh Trigger
Given a manager clicks the 'Refresh Now' button on the dashboard, when the request is received, then the system must immediately refresh and aggregate the latest survey responses and comments and display the updated context snapshot within two minutes.
Configurable Refresh Interval Update
Given an administrator updates the refresh interval configuration from hourly to every 30 minutes, when the configuration change is saved, then the system must reschedule the data refresh job to run every 30 minutes without requiring a system restart.
Data Cutoff Time Enforcement in Snapshot
Given a huddle invite is scheduled for 10:00 AM with a 15-minute data cutoff, when generating the context snapshot, then the system must include only survey responses and comments received on or before 9:45 AM and exclude any data received after the cutoff.
Webhook-Triggered Real-Time Refresh
Given a new survey response is submitted, when the external survey service sends a webhook notification, then the system must refresh and aggregate that single response within one minute and update the context snapshot data store accordingly.
Permissions & Privacy Controls
"As an HR administrator, I want to restrict access to detailed survey comments to only authorized users so that employee privacy is maintained."
Description

Enforce role-based access control to ensure that only authorized managers and participants can view specific survey insights and comments within the context snapshot. Sensitive comments should be anonymized or omitted based on privacy settings. The system will log access to snapshots for audit purposes and comply with PulseSync’s data privacy policies.

Acceptance Criteria
Authorized Manager Views Full Snapshot
Given a user assigned the Manager role for a team, when they open the huddle invite context snapshot, then all key morale metrics, recent survey highlights, and non-sensitive comments are displayed correctly with full detail.
Restricted Participant Accesses Snapshot
Given a user assigned the Participant role, when they open the huddle invite context snapshot, then only permitted metrics and non-sensitive comments are displayed, and sensitive comments are hidden.
Privacy Settings Anonymize Sensitive Comments
Given a comment marked sensitive in the survey data, when privacy settings require anonymization, then the comment displays with 'Anonymous' as the author and any sensitive content is redacted or omitted.
Snapshot Access is Logged
Given any user views a context snapshot, when the snapshot loads, then an audit log entry is created recording user ID, timestamp, snapshot ID, and access action.
Unauthorized User is Denied Snapshot
Given a user without Manager or Participant roles for the team, when they attempt to access the context snapshot, then access is blocked and an 'Access Denied' message is displayed.

Action Tracker

Allows managers to assign and track follow-up tasks during the huddle, automatically capturing action items, deadlines, and responsible parties to ensure accountability and progress.

Requirements

Action Item Capture
"As a team manager, I want to capture action items during huddles in real-time so that I can ensure no task is missed."
Description

Enable managers to create and log action items in real-time during huddles, leveraging intuitive input fields and voice-to-text transcription to quickly record tasks. Integrates seamlessly with the huddle interface, reducing manual note-taking and ensuring all commitments are captured accurately for accountability and follow-up.

Acceptance Criteria
Action Item Manual Entry
Given a live huddle session and the manager opens the Action Tracker, When the manager enters an action description, selects a deadline, and assigns a team member, Then the system shall log the action item with a unique ID and display it in the Action Tracker panel within 2 seconds.
Voice-to-Text Action Capture
Given a live huddle session and the manager activates voice-input, When the manager speaks the task description, assignee, and deadline, Then the system shall transcribe the speech with at least 95% accuracy, create the action item, and display it within the Action Tracker.
Inline Huddle Interface Integration
Given the huddle interface is active, When the manager adds an action item, Then the Action Tracker form shall appear as an inline overlay without navigating away and preserve the current huddle view.
Automatic Task List Synchronization
Given an action item is successfully created in a huddle, When the item is saved, Then the system shall sync the action item to the assigned user’s personal task list and send a notification within 30 seconds.
Action Item Edit and Update
Given an existing action item in the Action Tracker, When the manager edits the description, deadline, or assignee and saves changes, Then the system shall update the item and reflect changes in both the huddle view and the assigned user’s task list within 2 seconds.
Deadline Scheduling
"As a team manager, I want to assign clear deadlines to action items so that team members understand their timeframes."
Description

Provide functionality to assign deadlines to action items, including date and time selection, automatic timezone conversion, and validation rules to prevent overdue tasks at creation. Ensures clarity on task timelines and aligns team members on deliverable schedules within the dashboard.

Acceptance Criteria
Assigning a Future Deadline During Action Item Creation
Given a manager is creating a new action item When they select a date and time for the deadline that is later than the current date and time Then the system accepts and saves the deadline without errors
Timezone Conversion for Remote Team Members
Given a manager sets a deadline in their local timezone When an assignee in a different timezone views the action item Then the deadline is displayed in the assignee’s local time with the original timezone noted
Preventing Past Deadline Selection
Given a manager attempts to select a deadline that is before the current date and time When they confirm the deadline Then the system displays a validation error and prevents saving the action item
Deadline Display Consistency in Dashboard
Given an action item with an assigned deadline exists When any team member views the dashboard Then the deadline is shown in their local timezone and matches the stored deadline value
Editing Deadline for Existing Action Item
Given an action item has an existing deadline When a manager edits the deadline to a new future date and time Then the system updates and saves the new deadline and logs the change without affecting other action item details
Assignee Tagging
"As a team manager, I want to tag responsible team members when creating tasks so that accountability is established."
Description

Allow managers to assign tasks to specific team members by tagging user profiles, with autocomplete suggestions and role-based filtering to streamline assignment. Connects to the user directory for accurate identification and sends assignment confirmation to the responsible party.

Acceptance Criteria
Assigning a Task via User Tagging
Given the manager is creating an action item and types '@' followed by characters, when they pause typing, then an autocomplete dropdown appears showing user profile suggestions matching the input.
Filtering Suggestions by Role
Given the autocomplete dropdown is open, when the manager selects a role filter, then the suggestion list updates to include only users with the selected role.
Validating Directory Connection
Given the system is connected to the user directory, when the manager initiates tagging, then user data is fetched and suggestions are populated within 200ms.
Sending Confirmation Notification
Given a task has been assigned to a tagged user, when the manager confirms the assignment, then the tagged user receives both an in-app notification and an email with task details within 5 minutes.
Handling Non-Existent Users
Given the manager enters a tag that does not match any user in the directory, when they attempt to assign the task, then an error message 'User not found' is displayed and the assignment is blocked.
Action Tracker Dashboard
"As a team manager, I want an overview dashboard of all action items so that I can quickly track progress and identify bottlenecks."
Description

Design a centralized dashboard that displays all active, upcoming, and completed action items, sortable and filterable by status, assignee, and deadline. Visual indicators highlight overdue and high-priority tasks, enabling managers to monitor progress at a glance within the PulseSync environment.

Acceptance Criteria
Viewing All Action Items
Given the manager accesses the Action Tracker Dashboard, When the dashboard loads, Then all active, upcoming, and completed action items are displayed in clearly labeled sections.
Filtering by Assignee
Given the manager selects an assignee filter, When the filter is applied, Then only action items assigned to the selected team member are visible.
Sorting by Deadline
Given the manager chooses to sort by deadline, When sorting is applied, Then action items are ordered chronologically from nearest to furthest deadline.
Identifying Overdue Tasks
Given action items have passed their deadline, When the dashboard refreshes, Then overdue tasks are visually highlighted with a red indicator.
Highlighting High-Priority Tasks
Given tasks are marked high priority, When displayed on the dashboard, Then high-priority items feature a distinct visual marker (e.g., icon or color badge).
Notifications and Reminders
"As a team member, I want to receive reminders about my assigned tasks so that I stay on schedule."
Description

Implement automated notifications and reminders for upcoming deadlines and overdue tasks via email and in-app alerts, customizable by frequency and channel preferences. Keeps team members informed about their responsibilities and helps managers ensure timely completion of action items.

Acceptance Criteria
Deadline Approaching Email Notification
Given a task is due within 24 hours and the assignee’s notification settings include email, When the system processes upcoming deadlines, Then an email reminder is sent to the assignee exactly 24 hours before the deadline
Overdue Task In-App Alert
Given a task’s due date has passed and the task remains incomplete, When the system identifies an overdue task, Then an in-app alert is displayed to the responsible user and a notification is sent to the manager
Custom Notification Channel Selection
Given a user updates their preferences to receive notifications via email only, When a reminder is triggered for an upcoming deadline, Then the system sends the reminder exclusively via email and does not generate an in-app alert
Adjustable Reminder Frequency
Given a user sets reminders to occur at a custom interval (e.g., every 8 hours), When upcoming deadlines fall within the specified interval, Then the system sends notifications at each interval as configured by the user
Daily Manager Summary Digest
Given it is 6:00 PM server time, When the day ends, Then the system generates and emails a summary digest to each manager listing all overdue tasks and tasks due within the next 24 hours for their team
Exportable Action Reports
"As a team manager, I want to export action item reports so that I can share updates and maintain records."
Description

Enable exporting of action item lists and progress summaries to CSV and PDF formats, with configurable fields and date ranges. Facilitates sharing with stakeholders, offline review, and record-keeping outside the platform.

Acceptance Criteria
Export CSV File with Default Fields
Given a manager is viewing the Action Tracker page When the manager selects “Export” and chooses CSV with default fields Then the system downloads a .csv file named “ActionReport_<YYYYMMDD>.csv” containing columns for action item title, assigned user, due date, status, and creation date And each row accurately reflects the current list of action items
Export PDF Report for Custom Date Range
Given a manager has selected a custom date range filter When the manager clicks “Export” and chooses PDF format Then the system generates a PDF report containing only action items with due dates within the specified range And the report includes a header with the selected date range and page numbers
Include Assigned User Filter in Export
Given the manager has applied an assigned user filter on the Action Tracker When the manager exports the data in CSV or PDF Then the exported file contains only the action items assigned to the selected user And the file format (CSV or PDF) matches the manager’s chosen export option
Handle Large Volume Exports Gracefully
Given the Action Tracker contains over 500 action items When the manager initiates an export in CSV or PDF Then the system processes the export request in the background and displays a notification when ready And the final file includes all requested items without data truncation or timeout errors
Validate Exported File Integrity
Given an exported file (CSV or PDF) has been downloaded When the manager opens the file Then all data fields align correctly in rows and columns (for CSV) or in table format (for PDF) And the file passes checksum or validation routines without corruption errors

Pulse Follow-Up

Sends a brief, automated post-huddle survey to measure immediate changes in engagement, gauging the effectiveness of the sync and uncovering any lingering concerns for further action.

Requirements

Automated Survey Dispatch
"As a team manager, I want the system to automatically send a post-huddle survey so that I can quickly gauge team engagement without manual effort."
Description

After each scheduled team huddle, the system automatically sends a brief follow-up survey to participants within five minutes of meeting end time. The survey is pre-configured but allows customizable delay windows. It integrates with the existing huddle schedule and notification settings, ensuring immediate and consistent capture of team morale and engagement, reducing manual overhead and improving response rates.

Acceptance Criteria
Immediate Survey Dispatch
Given a team huddle ends at its scheduled time, when the meeting end time is recorded, then the system automatically sends the follow-up survey to all participants within five minutes and logs the dispatch timestamp.
Custom Delay Window Application
Given a manager configures a custom delay window in settings, when a huddle ends, then the survey dispatch occurs within the specified delay window, and if no custom window is set, the default five-minute delay applies.
Schedule Integration
Given huddles are scheduled in the integrated calendar, when any huddle ends, then the system retrieves the end time and triggers the automated survey dispatch without manual intervention.
Notification Preferences Compliance
Given participants have individual notification preferences, when the survey is dispatched, then it is sent through each participant’s preferred channel and within their allowed notification hours.
Dispatch Failure Recovery
Given a survey dispatch attempt fails due to network or service errors, when the system detects the failure, then it retries up to three times at two-minute intervals and logs an error if dispatch remains unsuccessful.
Survey Template Customization
"As a manager, I want to customize the follow-up survey questions so that they address my team’s specific concerns and meeting objectives."
Description

Managers can create, edit, and select from multiple survey templates, adjusting question text, response types, and order. Templates support open-ended, rating scale, and multiple-choice questions. Customization ensures relevance to different teams and meeting types, increasing response quality and actionable insights.

Acceptance Criteria
Create New Survey Template
Given a logged-in manager on the survey template page, when they click 'Create New Template', enter question text, select a response type (open-ended, rating scale, or multiple-choice), reorder questions via drag-and-drop, and click 'Save', then the new template is persisted and appears in their template list within 2 seconds.
Edit Existing Survey Template
Given a manager viewing their list of templates, when they select an existing template, modify question text, change response types, reorder questions, and click 'Save', then the template updates accordingly and displays the revised configuration.
Prevent Deletion of Active Templates
Given a template is scheduled for a future follow-up survey, when a manager attempts to delete it, then the system displays a warning 'Template in use cannot be deleted', disables the delete action, and logs the attempt.
Select Template for Post-Huddle Survey
Given a manager schedules a post-huddle survey, when they open the template dropdown, then all custom templates are listed alphabetically and selecting one populates the survey preview with its questions.
Template Validation Rules
Given a manager builds or edits a template, when attempting to save with zero questions, duplicate question text, or missing response types, then the system prevents saving and displays specific error messages for each validation rule.
Multi-Channel Delivery
"As a team member, I want to receive the post-huddle survey in my preferred communication channel so that it’s easy and convenient to respond immediately."
Description

The system delivers the post-huddle survey via the user’s preferred communication channels, including email, Slack, and Microsoft Teams. Channel preferences are auto-detected or manually set in user profiles. This ensures high visibility and convenience, leading to faster response rates and broader participation.

Acceptance Criteria
Automatic Email Delivery
Given a user with email preference selected, when the post-huddle survey is triggered, then an email containing the survey link and instructions is sent to the user’s registered email address within 2 minutes and the delivery status is marked as 'Sent'.
Slack Notification Delivery
Given a user with Slack integration authorized and preference set to Slack, when the post-huddle survey is triggered, then a direct message with the survey link and summary text is posted to the user’s primary Slack workspace within 2 minutes and the delivery status is recorded as 'Sent'.
Microsoft Teams Notification Delivery
Given a user with Microsoft Teams integration authorized and preference set to Teams, when the post-huddle survey is triggered, then a Teams chat message containing the survey link and prompt is delivered to the user’s account within 2 minutes and the delivery status is logged as 'Sent'.
Manual Channel Preference Override
Given a user manually selects a delivery channel in their profile that differs from the detected preference, when the post-huddle survey is triggered, then the survey is sent exclusively via the manually chosen channel and not the auto-detected channel, and the response metrics reflect the override.
Fallback Channel Delivery on Failure
Given the primary delivery channel fails (e.g., email bounce or Slack API error), when the post-huddle survey send attempt fails, then the system automatically retries delivery on the next available preferred channel within 1 minute, logs the failure and fallback attempt, and marks the try as 'Sent' on the fallback channel.
Real-Time Feedback Dashboard
"As a team manager, I want to see survey responses on the PulseSync dashboard in real time so that I can act on emerging issues quickly."
Description

Survey responses are aggregated and displayed on the PulseSync dashboard in real time, with visual indicators for average scores, trending sentiment, and response rates. Managers can filter by team, date, or question, enabling rapid identification of engagement patterns and timely decision-making.

Acceptance Criteria
Live Survey Updating
Given a new survey response is submitted during an active session, when the server receives the response, then the dashboard reflects the updated average score, trending sentiment, and response rate within 5 seconds.
Team-Based Filtering
Given the manager selects a specific team from the team filter dropdown, when the filter is applied, then the dashboard displays only the aggregated metrics and trends for that team, and the total response count matches the number of responses submitted by that team.
Date Range Filtering
Given the manager sets a custom start and end date using the date picker controls, when the date range filter is applied, then the dashboard recalculates and displays metrics (average score, sentiment trend, response rate) exclusively for responses within that date range, and the date picker prevents invalid ranges.
Question-Specific Filtering
Given the manager selects a particular survey question from the question filter list, when the filter is activated, then the dashboard updates to show metrics and sentiment trends only for that question, and the response rate reflects the count of answers received for that question.
Real-Time Trend Tracking
Given ongoing survey responses throughout the day, when new responses arrive, then the trending sentiment graph updates in real time with a maximum lag of 5 seconds and visually highlights any sentiment dip of 10% or more.
Negative Response Alerting
"As a manager, I want to receive an alert when negative sentiment spikes in the survey so that I can intervene promptly and prevent escalation."
Description

The system automatically monitors survey results for predetermined negative sentiment thresholds. When negative feedback exceeds the threshold, immediate alerts are sent to managers via email or in-app notifications. This proactive alerting enables timely interventions to address morale dips.

Acceptance Criteria
Threshold Exceeded Notification
Given a post-huddle survey with negative responses exceeding the 15% threshold, When the system evaluates results, Then an alert is sent to the manager via email and in-app notification within one minute.
No Alert for Below Threshold
Given a post-huddle survey with negative responses below the 15% threshold, When the system evaluates results, Then no alert is generated or sent.
Alert Content Accuracy
Given a threshold breach, When the alert is dispatched, Then it includes the survey name, timestamp, negative response percentage, and a direct link to detailed results.
Multi-Channel Delivery
Given a negative sentiment threshold breach, When alerts are triggered, Then both email and in-app notifications are dispatched and each delivery status is logged.
Delivery Failure Fallback
Given an email delivery failure due to an SMTP error, When the system retries, Then an in-app notification is delivered successfully and the email failure is logged for review.

Narrative Builder

Drag-and-drop interface that lets managers assemble charts, comments, and anecdotes into a cohesive visual story in minutes—streamlining preparation and ensuring every coaching session is data-driven and engaging.

Requirements

Drag-and-Drop Canvas
"As a team manager, I want to freely drag and arrange visual elements so that I can craft a tailored story that highlights my team’s performance insights."
Description

Provide an interactive canvas where managers can drag, drop, resize, and position charts, comments, and anecdotes. The canvas should support grid snapping, layering, and grouping to ensure precise layout control, enabling users to build custom narratives efficiently.

Acceptance Criteria
Dragging Elements onto the Canvas
Given a manager selects a chart, comment, or anecdote from the library, when they drag it onto an empty area of the canvas and release the mouse button, then the element appears at the drop coordinates and is persisted in the canvas element list.
Resizing Elements
Given a manager clicks and drags a resize handle on a canvas element, when they adjust its width or height, then the element resizes in real time within predefined minimum and maximum dimensions without distortion.
Grid Snapping Alignment
Given grid snapping is enabled, when a manager drags or resizes an element within 5px of a grid line, then the element’s edges snap cleanly to the nearest grid intersection at 10px intervals.
Layering and Z-Order Control
Given multiple overlapping elements on the canvas, when a manager selects an element and chooses “Bring Forward” or “Send Backward” from the context menu, then the element’s z-order updates appropriately and the visual stacking reflects the new order.
Grouping Elements
Given a manager selects multiple elements using a selection box or Ctrl+click and clicks “Group,” then the selected elements merge into a single group object that can be moved, resized, and ungrouped while maintaining individual element properties.
Chart Component Library
"As a team manager, I want access to a variety of chart types linked to real-time data so that I can accurately visualize and compare engagement trends."
Description

Offer a library of pre-built, configurable chart components (e.g., bar, line, pie, heatmap) that connect directly to live PulseSync data. Each chart should include customization options for date ranges, metrics, colors, labels, and annotations to match the narrative context.

Acceptance Criteria
Embedding a Pre-Built Chart Component
Given the manager has opened the Narrative Builder workspace When they drag a pre-built chart component onto the canvas Then the component displays live PulseSync data within 2 seconds and is ready for customization
Configuring Chart Date Range Filter
Given a chart component on the canvas When the manager sets the date range filter to the last 30 days Then the chart updates to display data exclusively from that period within 1 second and axis labels reflect the selected range
Customizing Chart Colors and Labels
Given a chart component on the canvas When the manager applies a custom color palette and modifies axis labels Then the chart updates to show the new colors and labels and settings persist after saving and reloading the narrative
Adding Annotations to a Chart
Given a chart component on the canvas When the manager adds an annotation at a specific data point with custom text Then the annotation appears at the correct position on the chart and remains visible after saving
Switching Chart Types
Given a bar chart component displayed in the narrative When the manager switches the chart type to pie Then the chart re-renders with the same dataset in the new format within 2 seconds
Comment and Anecdote Integration
"As a team manager, I want to embed comments and personal anecdotes next to visual data so that I can provide qualitative context during coaching sessions."
Description

Enable managers to insert and format text-based comments and anecdotal entries alongside charts. Comments should support rich text features (bold, italics, lists) and link back to original pulse survey responses for context and traceability.

Acceptance Criteria
Inserting Rich Text Comment
Given the manager is editing a narrative in Narrative Builder When they click 'Add Comment' and type text with rich text formatting applied (bold, italic, bulleted list) Then the comment is rendered with correct formatting in the editor and saved accordingly.
Linking Comment to Pulse Response
Given the manager attaches a comment to an existing pulse survey entry When they select 'Link to Survey Response' and choose a response Then a hyperlink appears in the comment that opens the original survey response in context.
Editing Anecdote Entry
Given an existing anecdote entry in the narrative When the manager selects 'Edit' and modifies text or formatting Then the updated anecdote displays correctly in the editor, persists on save, and retains formatting.
Removing Comment or Anecdote
Given a comment or anecdote in the narrative When the manager deletes it and confirms the deletion Then the item is removed from the editor, from saved data, and no residual link or content remains.
Rendering Anecdotes in Export
Given the manager exports the narrative as a PDF When comments and anecdotes are included Then all text formatting is preserved and hyperlinks to original survey responses are active in the exported PDF.
Template Management
"As a team manager, I want to save my narrative layouts as templates so that I can quickly produce consistent reports for recurring check-ins."
Description

Allow users to save, name, and reuse narrative templates composed of selected charts and text layouts. The template manager should list available templates, allow duplication, and support versioning to streamline recurring report creation.

Acceptance Criteria
Save New Template
Given the user has assembled charts and text layouts in the Narrative Builder; When the user clicks “Save as Template” and enters a unique name; Then a confirmation message is displayed and the new template appears in the Template Manager list.
List Available Templates
Given one or more templates are saved; When the user opens the Template Manager; Then all templates are listed with name, creation date, and current version sorted by most recent update.
Duplicate Template
Given the user selects an existing template in the Template Manager; When the user clicks “Duplicate”; Then a copy is created with “Copy of [original name]” as the default name and appears at the top of the list.
Template Versioning
Given the user edits a saved template; When the user clicks “Save New Version”; Then the version number increments (e.g., v1 to v2) and both versions are listed with distinct timestamps.
Reuse Template in Builder
Given templates exist in the Template Manager; When the user selects “Use Template” for a chosen template; Then the Narrative Builder loads the selected charts and layouts exactly as saved.
Export and Sharing Options
"As a team manager, I want to export and share my narrative so that stakeholders can review insights in their preferred format."
Description

Provide options to export the assembled narrative as a PDF, PowerPoint, or shareable link. Exports must preserve layout fidelity and include interactive links to live dashboards when shared via link.

Acceptance Criteria
PDF Export Preserves Layout Fidelity
Given a completed narrative in the builder, when the manager selects “Export to PDF,” then a PDF file shall be generated within 10 seconds that matches the on-screen layout, including charts, comments, and anecdotes in correct sequence, with fonts, colors, and spacing preserved at a minimum resolution of 300 DPI.
PowerPoint Export Generates Editable Slides
Given a completed narrative, when the manager selects “Export to PowerPoint,” then a .pptx file shall be generated within 15 seconds containing individual editable slides that mirror each narrative page with charts as embedded images (with alt text), comments in text boxes, and narrative titles in slide headers.
Shareable Link Includes Interactive Dashboards
Given a completed narrative, when the manager selects “Generate Shareable Link,” then the system shall provide a unique URL within 5 seconds that, when opened, displays the full narrative and loads all embedded dashboards interactively, reflecting live data updates and allowing drill-down interactions.
Bulk Export Performance Under Load
Given a narrative containing up to 20 charts and 50 comments, when the manager initiates export to any format (PDF, PowerPoint, or link), then the export shall complete in under 30 seconds without errors and without impacting other users’ performance.
Access Control on Shared Links
Given a generated shareable link, when a recipient attempts to access the narrative, then the system shall enforce the original manager’s sharing permissions, allowing only authorized users to view and interact with the narrative, and display an access denied message otherwise.
Real-Time Data Sync
"As a team manager, I want the narrative builder to reflect the latest survey results so that I can trust the data I’m presenting is up to date."
Description

Implement live data synchronization so that any updates to engagement metrics automatically refresh the charts within the narrative builder. Include indicators for data freshness and options to manually refresh if needed.

Acceptance Criteria
Automatic Chart Refresh
Given the manager is viewing the narrative builder, when new engagement data is received by the system, then all relevant charts update automatically within 2 seconds without requiring a page reload.
Manual Refresh Option Visibility
Given the manager is viewing the narrative builder, when automatic sync fails or is paused, then a manual refresh button is visible and enabled in the toolbar.
Data Freshness Indicator Updates
Given the narrative builder is open, when data is synchronized, then the data freshness indicator displays the timestamp of the most recent update in a human-readable format (e.g., "Updated 30 seconds ago").
Graceful Error Handling on Sync Failure
Given the system encounters a data synchronization error, when the automatic sync attempt fails, then an error notification appears with a retry option and explanatory text.
Performance Under High Load
Given the engagement data volume exceeds 10,000 records, when new data arrives, then the system completes automatic synchronization and chart refresh within 5 seconds without UI freezing.

Trendline Tales

AI-generated captions that weave together key morale trends and turning points, providing concise, human-readable narratives that help managers quickly understand week-over-week shifts and tailor their coaching strategies.

Requirements

AI Narrative Engine
"As a remote team manager, I want an AI-driven narrative that summarizes weekly morale trends so that I can quickly understand team sentiment without manually analyzing data."
Description

Leverage AI to analyze weekly morale and engagement data, identify key trends and turning points, and generate concise, human-readable narrative summaries. These summaries should capture positive improvements, concerns, and actionable insights in plain language. Integration with existing PulseSync dashboards is required to fetch real-time data and deliver narratives through the UI. The engine should support multiple languages and adjust tone based on user preferences.

Acceptance Criteria
Generate Weekly English Narrative Summary
Given it is the start of a new week, when the manager requests the weekly narrative in English, then the AI engine generates a summary under 250 words within 10 seconds that highlights at least one positive trend and one area of concern.
Adjust Narrative Tone to Formal Style
Given the user selects “Formal” tone in preferences, when the narrative is generated, then the summary uses formal language consistent with predefined style guidelines (no contractions, professional phrasing).
Fetch Live Data from PulseSync Dashboard
Given new morale survey responses are available, when the AI engine runs, then it successfully retrieves all data from the past seven days via the dashboard API and uses it as input for the narrative.
Produce Spanish Narrative Summary
Given the user’s language preference is set to Spanish, when the narrative is generated, then the AI engine returns a complete summary in Spanish capturing trends, turning points, and actionable insights.
Include Actionable Insight in Summary
Given weekly trend analysis is complete, when the narrative is produced, then it contains at least one specific, actionable recommendation for managers to improve team morale.
Trend Data Aggregator
"As a product owner, I want continuous trend aggregation of morale metrics so that the narrative engine has accurate, up-to-date data for generating insights."
Description

Aggregate and preprocess raw pulse survey data and engagement metrics across user-defined time windows. Normalize data sources, apply smoothing algorithms to reduce noise, and generate coherent trend lines for morale, engagement, and participation. Expose APIs for the narrative engine and visualization components to retrieve processed data in real time.

Acceptance Criteria
Daily Morale Trend Aggregation
Given pulse survey responses and engagement metrics collected over the past 24 hours, when the aggregation process runs, then the system generates a consolidated data set showing hourly morale scores with correctly calculated averages for each hour.
Source Data Normalization
Given multiple raw data sources (survey platform, chat engagement logs), when data normalization executes, then all metrics are standardized to a common scale with no discrepancies between source formats.
Smoothing Algorithm Application
Given time series data with high-frequency fluctuations, when the smoothing algorithm is applied, then noise is reduced by at least 30% (as measured by standard deviation) while preserving major trend inflection points.
Real-time API Data Retrieval
Given a request to the trend data API with valid parameters, when called, then the API returns processed trend lines for morale, engagement, and participation within 200ms in correctly formatted JSON.
Custom Time Window Aggregation
Given a user-defined time window (e.g., last 7 days), when data aggregation is triggered, then the system aggregates and returns trend data accurately reflecting the specified window boundaries including edge cases with fewer data points.
Missing Data Handling
Given missing or incomplete survey entries within the aggregation period, when preprocessing occurs, then the system imputes missing values using defined rules (e.g., linear interpolation) and flags any gaps exceeding 24 hours.
Custom Narrative Templates
"As a team lead, I want to choose and customize narrative templates so that the AI summaries match my communication style and focus areas."
Description

Enable managers to customize narrative output by selecting from predefined templates or creating new ones. Templates should allow adjustments to tone (e.g., formal, casual), focus areas (e.g., engagement spikes, burnout alerts), and length (short summary vs. detailed report). Provide a template editor with preview functionality in the UI and persist user preferences for future narratives.

Acceptance Criteria
Customizing Template Tone
Given a manager is in the template editor, when they select the 'Casual' tone option and click 'Preview', then the narrative preview displays language consistent with a casual tone, including contractions and informal phrasing.
Creating a New Narrative Template
Given a manager opts to create a new template, when they enter a template name, choose tone, focus area, and length, and click 'Save', then the new template appears in the template list with accurate configurations and can be selected for generating narratives.
Adjusting Template Length
Given a manager is editing an existing template, when they adjust the length setting from 'Short Summary' to 'Detailed Report' and click 'Preview', then the narrative preview expands to include at least three detailed insights covering key morale metrics.
Focusing on Specific Engagement Metrics
Given a manager sets the focus area to 'Burnout Alerts' in the template settings and clicks 'Preview', then the generated narrative emphasizes burnout warning signs, recent trends, and recommended mitigation actions.
Persisting User Preferences Across Sessions
Given a manager customizes and selects a template, when they log out and log back in, then their selected template and its configurations are loaded by default for subsequent narrative generations.
Alert & Anomaly Detector
"As a manager, I want to be notified immediately when morale drops sharply so that I can intervene before issues escalate."
Description

Implement anomaly detection to identify sudden dips or spikes in morale and engagement beyond predefined thresholds. When anomalies are detected, highlight these turning points in the narrative output, trigger in-app alerts, and optionally send email or Slack notifications. Provide configuration options for managers to set thresholds and select alert channels.

Acceptance Criteria
Configure Alert Thresholds
Given a manager accesses the Alert & Anomaly Detector settings When they enter valid numeric thresholds (0–100) for morale dips/spikes and select alert channels Then the system saves these configurations, displays a success message, and enforces numeric range validations
Real-time Anomaly Detection on Morale
Given incoming pulse survey data When a morale score deviates beyond the configured thresholds Then the system identifies and flags the anomaly within 5 seconds and logs the event with timestamp and survey details
In-app Alert Generation
Given an anomaly has been detected When the manager opens the PulseSync dashboard Then an in-app alert appears in the alerts panel with the anomaly’s date, type (dip/spike), and percentage change
Notification Channel Delivery
Given an anomaly has been detected and channels configured When the system processes the alert Then notifications are sent via the selected channels (email and/or Slack) within 2 minutes, including relevant anomaly details and links to the dashboard
Anomaly Highlight in Trendline Tales
Given the Trendline Tales narrative is generated for the week When an anomaly falls within the reporting period Then the narrative output includes a distinct section titled “Anomaly Alert” with the date, magnitude of change, and narrative context
Export & Sharing Functionality
"As a manager, I want to export and share morale narratives with stakeholders so that I can keep executives and team members informed."
Description

Provide options to export AI-generated narratives and accompanying trend lines into formats like PDF and Word, and enable direct sharing via email or Slack. Exports must include date stamps, selected templates, and visualizations. Integrate with common collaboration tools and allow scheduled deliveries of weekly summaries to specified recipients.

Acceptance Criteria
Export Narrative as PDF
When 'Export to PDF' is selected, the system generates a PDF containing the AI-generated narrative, trend line visualizations, date stamp, and chosen template; the PDF downloads within 5 seconds; and the file name follows the 'TrendlineTales_<YYYY-MM-DD>.pdf' format.
Export Narrative as Word Document
When 'Export to Word' is selected, the system generates a .docx file with the AI-generated narrative, trend line visualizations, date stamp, and chosen template; the file downloads within 5 seconds; and the file name follows the 'TrendlineTales_<YYYY-MM-DD>.docx' format.
Direct Email Sharing
When a valid recipient email and optional message are provided and 'Send via Email' is clicked, the system sends an email within 10 seconds with the narrative export attached in the selected format, uses subject 'PulseSync Trendline Tales Summary - <Date>', and confirms delivery success to the user.
Slack Integration Sharing
Given a connected Slack workspace and selected channel or user, when 'Share to Slack' is clicked, the system posts a message within 10 seconds containing a narrative snippet, trend line attachment in the chosen format, and a link to the full export, then displays a success confirmation.
Scheduled Weekly Summary Delivery
When a weekly schedule, recipients list, and export format are configured, the system automatically generates and sends the summary every week at the configured time to all recipients, including the narrative, visuals, date stamp, and template, and logs each delivery in the activity log.

Theme Studio

Customizable visual themes and templates that align with company branding or team culture—ensuring your storyboards look polished, professional, and resonate with your audience.

Requirements

Theme Editor Interface
"As a remote team manager, I want a drag-and-drop theme editor so that I can easily tailor my dashboard’s appearance to match my team’s style and branding."
Description

A drag-and-drop interface within Theme Studio that allows users to customize visual elements such as color palettes, typography, spacing, and layout. It integrates seamlessly with PulseSync’s dashboards and storyboards to maintain consistency across all views, enabling managers to create polished, branded themes without manual CSS coding.

Acceptance Criteria
Color Palette Drag-and-Drop Application
Given the Theme Editor is open, when the user drags a new color swatch onto the existing palette, then the palette updates immediately and the dashboard preview reflects the new colors in real time. Given the updated palette, when the user clicks “Save Theme,” then the color changes persist across all PulseSync dashboards and storyboards.
Typography Customization Workflow
Given the Theme Editor is open, when the user selects a font family from the typography dropdown, then all text elements in the live preview update to that font instantly. Given the selected font, when the user adjusts the font size slider, then heading and body text sizes change accordingly in both the editor preview and applied theme.
Layout Configuration Interaction
Given the Theme Editor grid is displayed, when the user drags and drops a widget container to a new grid position, then the layout shifts without overlap and the live preview updates to show the new arrangement. Given the new layout, when the user clicks outside the grid, then the placement snaps to grid columns and rows consistently.
Theme Save and Live Preview
Given the user has made theme modifications, when the user clicks “Save Theme,” then a confirmation message appears within 3 seconds and the updated theme loads in the dashboard preview automatically. Given the saved theme, when the user reloads the dashboard page, then the custom theme remains applied and reflects all recent changes.
Theme Export Integration
Given the user clicks “Export to Dashboards,” when the export completes, then the custom theme applies to all selected dashboards without manual CSS intervention and no layout or styling errors are present. Given the export, when the same dashboards are reopened, then the theme matches exactly what was shown in the Theme Editor preview.
Template Library
"As a project lead, I want access to a library of ready-made theme templates so that I can quickly apply professional designs without starting from scratch."
Description

A curated collection of pre-built theme templates covering various industry styles and team cultures, complete with preview thumbnails and categorization. Users can browse, search, and quickly apply these templates as a starting point, reducing design time and ensuring professional aesthetics.

Acceptance Criteria
Browse and Preview Templates
Given the user navigates to the Template Library, When they scroll through the template list, Then each template thumbnail and name must display within 2 seconds without distortion.
Search Templates by Keyword
Given the user inputs a keyword into the search bar, When they initiate the search, Then templates whose titles or tags match the keyword are returned within 3 seconds and sorted by relevance.
Filter Templates by Category
Given the user selects one or more category filters, When the filters are applied, Then only templates tagged with the selected categories appear and the active filters are clearly indicated.
Apply Template to Storyboard
Given the user clicks the 'Apply Template' button on a chosen template, When the action completes, Then the template is applied to the current storyboard preserving existing content structure without errors.
Template Preview Load Performance
Given the user hovers over a template thumbnail, When the preview modal opens, Then the high-resolution preview loads fully within 1 second and maintains image clarity.
Brand Asset Integration
"As a brand manager, I want to upload our logo and fonts into Theme Studio so that all storyboards reflect our corporate identity accurately."
Description

Functionality to upload and integrate company logos, custom fonts, and official color palettes directly into Theme Studio. These assets automatically populate the theme editor controls and ensure that any new or modified themes adhere to corporate branding guidelines.

Acceptance Criteria
Logo Upload and Integration
Given an authorized user selects a company logo file in PNG or SVG format under 5MB, when they upload it via the Theme Studio "Brand Assets" panel, then a thumbnail preview appears, the file is added to the assets list, and becomes selectable in the theme editor controls.
Custom Font Upload and Activation
Given an authorized user selects a custom font file in TTF or OTF format under 10MB, when they upload it via the Theme Studio "Brand Assets" panel, then the system validates the file, adds it to the assets list, and lists it in the theme font dropdown.
Color Palette Import and Validation
Given an authorized user imports a JSON file containing valid hex color codes, when they upload it via the Theme Studio "Brand Assets" panel, then each color is parsed, displayed as a swatch, and becomes available in the theme color picker.
Automatic Asset Availability in Theme Editor
Given the user has uploaded brand assets (logo, fonts, colors), when they open or create a theme in Theme Studio, then all uploaded assets automatically populate their respective sections without manual configuration.
Asset Replacement and Update Propagation
Given the user replaces an existing brand asset with a new file of the same type, when the replacement is uploaded, then all themes previously using the original asset update to use the new file instantly.
Live Preview Mode
"As a design-savvy manager, I want to see live previews of my theme changes so that I can adjust designs quickly and ensure they look correct before applying them."
Description

A real-time preview that displays theme changes instantly within a mock-up of the storyboard environment. This allows users to experiment with different styles and see the impact of their adjustments immediately before saving or publishing the final theme.

Acceptance Criteria
Apply Color Scheme Change
Given Live Preview Mode is active, when the user selects or modifies a color scheme in the Theme Studio settings, then the storyboard mock-up updates instantly to display the new colors without requiring a page reload.
Adjust Font Style
Given Live Preview Mode is enabled, when the user chooses a different font family or size, then the mock-up text elements (titles and body copy) reflect the new font selection in real time.
Upload Custom Background Image
Given Live Preview Mode is turned on, when the user uploads or changes the background image, then the storyboard mock-up immediately displays the new image at the correct resolution and aspect ratio.
Modify Layout Spacing
Given Live Preview Mode is active, when the user adjusts layout properties such as margins, padding, or element alignment, then the mock-up elements reposition instantly to reflect the updated spacing settings.
Toggle Live Preview Off
Given the user deactivates Live Preview Mode, when further theme adjustments are made, then the storyboard mock-up remains static and does not apply changes until Live Preview Mode is reactivated.
Theme Versioning and Rollback
"As an administrator, I want to rollback to a previous theme version so that I can recover earlier designs if new changes don’t meet expectations."
Description

A version control system for themes that captures snapshots of theme configurations over time. Users can view version history, compare differences between versions, and revert to any previous version to recover earlier design states.

Acceptance Criteria
New Theme Version Creation
Given a user modifies a theme configuration and clicks 'Save Version', when the save operation completes successfully, then a new version record is created with a unique version ID, timestamp, and author metadata visible in the version history.
Viewing Version History
Given a user navigates to the theme version history page, when the page loads, then a chronological list of all saved versions is displayed with version number, save date/time, and author name.
Comparing Two Theme Versions
Given a user selects two versions from the version history and clicks 'Compare', when the comparison is generated, then a side-by-side diff view highlights additions, deletions, and modifications between the selected versions.
Rollback to Previous Version
Given a user clicks the 'Revert' button on a selected previous version and confirms the action, when the revert operation completes, then the current theme configuration matches the reverted version and a new version entry is added indicating the rollback event.
Undo after Rollback
Given a user has performed a rollback and sees a prompt to 'Undo', when the user clicks 'Undo' and confirms, then the theme configuration is restored to its state immediately before the rollback and that restoration is recorded as a new version entry.

Interactive Drill-Down

Embed clickable charts and annotations within the storyboard so stakeholders can explore underlying data on demand—turning static reports into dynamic, self-guided insights.

Requirements

Clickable Chart Data Points
"As a team manager, I want to click on specific chart points to see the detailed data behind them so that I can quickly understand the drivers of morale shifts."
Description

Implement interactive functionality that allows users to click on any data point within a chart and view a detailed breakdown of the underlying metrics. This includes highlighting the selected point, fetching relevant data in real time via API calls, and displaying it in a contextual sidebar or modal. The feature enhances user engagement by transforming static visuals into exploratory tools, enabling stakeholders to investigate trends and anomalies directly from the dashboard without navigating away.

Acceptance Criteria
Highlight Data Point on Selection
Given a user clicks on a data point in the chart, when the click event is registered, then the selected point is highlighted with a distinct border and color change
Fetch Underlying Metrics Upon Click
Given a highlighted data point, when the user selects it, then the system sends an API request with the correct data point identifier and receives a response within 3 seconds
Display Detailed Metrics in Sidebar
Given a successful API response, when the data arrives, then a contextual sidebar appears showing metric name, value, timestamp, and trend indicator
Close and Reopen Detail View
Given the sidebar is open, when the user clicks the close icon, then the sidebar closes and the highlighted state on the chart resets; when the user clicks another data point, then the sidebar reopens with new details
Handle API Errors Gracefully
Given an API error or timeout, when the request fails, then an inline error message is displayed with a retry button, and the chart remains interactive
Annotation-Linked Drill Paths
"As a stakeholder, I want to click on an annotation in the report to navigate directly to the associated detailed data so that I can understand the context behind key observations."
Description

Enable annotations within charts to serve as entry points for deeper analysis by linking each annotation to predefined drill paths. When users select an annotation marker, the system dynamically loads and displays related insights—such as survey question responses or demographic breakdowns—within the same interface. This requirement streamlines the exploration process by providing context-driven access to relevant data segments based on narrative cues.

Acceptance Criteria
Selecting an Annotation Opens Drill Path
Given an annotation marker on a chart, when a user clicks it, then the system shall dynamically load the associated drill path and display the next-level insights within the same interface without a page reload.
Drill Path Data Loads Within Interface
When the drill path is loaded, then all related data, including survey responses and demographic breakdowns, must render within the existing storyboard panel, maintaining UI consistency and without requiring navigation away.
Drill Path Context Matches Annotation Context
Given a drill path is invoked from an annotation referencing a specific demographic group or survey question, then the displayed breakdown must correspond exactly to that context with no mismatches.
Error Handling for Missing Drill Path
Given an annotation marker without a linked drill path, when clicked, then the system should display a user-friendly error message explaining that detailed data is unavailable and log the error for investigation.
Performance: Drill Path Loads Within Threshold
When a user selects an annotation, then the drill path data and UI elements must load and become fully interactive within 2 seconds under normal network conditions.
Adaptive Data Loading
"As a remote manager, I want drill-down interactions to load quickly by retrieving only the data I need so that the dashboard remains responsive even with large datasets."
Description

Design and implement a lazy-loading mechanism that fetches only the required subset of underlying data when a user drills down into a chart, reducing initial load times and optimizing performance. This involves defining server endpoints for paginated data retrieval, managing client-side state to merge new data segments, and showing loading indicators. The outcome is a responsive interface that supports real-time exploration without sacrificing speed.

Acceptance Criteria
Initial Data Fetch on Drill Initiation
Given a user clicks on a chart element When the drill-down action is triggered Then the application requests and receives only the first page of the underlying data for that element
Paginated Data Retrieval Endpoint Responsiveness
When the client requests subsequent pages of data Then the server responds within 500ms with the correct paginated data set and appropriate metadata (page number, total pages)
Client-Side State Merging Integrity
Given new data pages are fetched When they arrive on the client Then the application merges them seamlessly with existing data without duplication or ordering issues
Loading Indicator Visibility
When a drill-down request is in progress Then a visible loading indicator appears on the chart and persists until data rendering is complete
Performance Benchmark for Drill-Down
Given a dataset of up to 10,000 records When a user drills down Then the end-to-end drill-down operation completes in under 1 second
Custom Drill Configuration
"As an admin user, I want to configure drill-down options for each chart through a settings panel so that I can control which data elements are accessible to my team."
Description

Provide a configuration interface allowing admins to define which data dimensions and metrics are available for drill-down on each chart. This tool should let users select fields, set default filters, and reorder drill levels without code changes. The implementation should include a settings panel, validation logic, and storage of configurations in the database. Customizable drill paths empower teams to tailor exploratory workflows to their unique data needs.

Acceptance Criteria
Admin selects available data dimensions and metrics
Given the admin is on the Custom Drill Configuration settings panel When they select one or more data dimensions and metrics and click Save Then the selected fields appear in the drill-down options for the corresponding chart and are persisted in the database
Admin configures default filters for drill-down
Given the admin defines default filter values for a drill path and saves the configuration When the chart loads in the dashboard Then the drill-down applies the specified default filters automatically
Admin reorders drill levels
Given the admin drags and drops drill levels into a new order in the settings panel and clicks Save When the chart is used for drill-down Then the data is explored in the newly defined sequence of levels
Configuration input validation
Given the admin enters invalid or conflicting configuration values When they attempt to save Then the system prevents the save, highlights the invalid fields, and displays contextual error messages
Configurations are stored and loaded from database
Given the admin has saved a drill configuration for a specific chart When they reopen the Custom Drill Configuration settings panel Then the previously saved settings are loaded and displayed exactly as configured
Exportable Drill Insights
"As a project lead, I want to export the detailed data I uncover during drill-down analyses so that I can share insights with stakeholders who prefer offline reports."
Description

Allow users to export the results of their interactive drill-down sessions—including selected filters, drill levels reached, and the resulting data table—to CSV or PDF formats. Implementation requires capturing the current state of the drill session, formatting the output, and triggering file downloads. By enabling offline review and sharing, this requirement extends the value of interactive insights beyond the dashboard.

Acceptance Criteria
Initiate CSV Export
Given a user has completed an interactive drill-down session When the user selects "Export to CSV" Then the system captures the current drill state (including applied filters and drill levels) And generates a CSV file named "DrillInsights_<timestamp>.csv" And the browser initiates the download within 5 seconds
Initiate PDF Export
Given a user has completed an interactive drill-down session When the user selects "Export to PDF" Then the system captures the current drill state (including applied filters and drill levels) And generates a PDF report titled "DrillInsights_<timestamp>.pdf" with proper formatting and annotations And the browser initiates the download within 5 seconds
Include Applied Filters and Drill Levels in Export
Given a user has applied multiple filters and drilled down two or more levels When the user exports the session results Then the exported file includes only data matching the selected filters And includes columns or sections for each drill level reached with clear headers And lists the applied filter names and values in a summary section at the top
Large Data Set Export Performance
Given a drill-down result set exceeding 10,000 records When the user initiates an export Then the system completes file generation within 30 seconds And memory consumption remains within acceptable limits (e.g., under 500MB) And the download begins without timing out
Export Error Handling and Retry
Given a network interruption or server error during export When the export process fails Then the user receives a clear error message indicating the failure reason And the interface offers a "Retry Export" option And retrying successfully resumes the export with the same session state

Coaching Companion

Contextual AI-driven coaching prompts and conversation starters based on story highlights, equipping managers with targeted questions and action suggestions to drive meaningful team discussions.

Requirements

AI Coaching Prompt Generation
"As a remote team manager, I want the system to generate relevant coaching prompts based on my team's morale insights so that I can lead effective, targeted conversations that address emerging issues."
Description

The system must generate contextual AI-driven coaching prompts and conversation starters based on story highlights. It should leverage AI models to analyze the team's pulse survey data and highlight key events, mood dips, and engagement trends. Prompts should be relevant, actionable, and tailored to individual team dynamics, guiding managers toward identifying root causes and facilitating solutions. Integration with the dashboard should enable one-click insertion of prompts into discussion agendas.

Acceptance Criteria
AI Prompt Generation from Pulse Survey Trends
Given a pulse survey data set with identified mood dips, when the manager requests AI prompts, then the system generates at least three coaching prompts addressing the top two mood dips and suggests targeted actions; each prompt references specific survey metrics and team context.
One-Click Prompt Insertion into Discussion Agenda
Given generated prompts displayed on dashboard, when the manager clicks 'Insert' next to a prompt, then the prompt is added to the meeting agenda in the correct section, and a confirmation notification appears; the agenda saves without page refresh.
Tailoring Prompts to Individual Team Member Dynamics
Given user profiles and past engagement trends, when generating prompts, then the system personalizes language and suggested actions based on individual team member's last feedback; prompts vary by at least two parameters (tone, focus area) to suit the team composition.
Handling Insufficient Data for Prompt Generation
Given fewer than five survey responses in the past week, when the manager requests prompts, then the system displays a warning 'Insufficient data', disables prompt generation, and suggests collecting more feedback; no AI call is made.
Ensuring Prompt Relevance Over Time
Given updated survey data after a new pulse, when generating prompts for a previous period, then the system only uses data from the specified timeframe and clearly labels the date range; prompts adapt to the selected date range without mixing data.
Highlight Context Extraction
"As a team lead, I want the tool to summarize key sentiment changes and themes from survey feedback so that I can understand my team's current challenges without sifting through raw data."
Description

The system must accurately extract and summarize critical context from pulse survey results, including sentiment shifts, recurring themes, and urgent concerns. This requires processing structured and unstructured data, such as free-text feedback and quantitative scores, to identify noteworthy story highlights. Summaries should be concise, highlight top risks and opportunities, and feed directly into the AI prompt generation module for coaching companion suggestions.

Acceptance Criteria
Extraction of Sentiment Shifts
Given time-series pulse score data, when the extraction process runs, then it identifies sentiment shifts of ±10% or greater with at least 95% accuracy; and highlights the top three positive and top three negative shifts.
Identification of Recurring Themes
Given a set of free-text survey responses, when processed, then the system groups responses into distinct themes matching human-tagged categories with at least 90% accuracy and provides the top five keywords per theme.
Detection of Urgent Concerns
Given free-text feedback containing urgent or high-severity language, when analyzed, then the system flags all urgent items with a severity score, marks at least 95% of true urgent cases, and lists the top five critical issues.
Concise Highlight Summary Generation
Given extracted sentiment shifts and themes, when summary is generated, then it produces a summary under 100 words that lists the top two risks and top two opportunities in clear bullet points.
Integration with AI Prompt Module
Given the extracted and summarized context, when transmitted to the AI prompt generation module, then the data payload is delivered successfully within 5 seconds and triggers prompt generation without errors.
Real-time Suggestion Delivery
"As a manager, I want to see coaching suggestions in real-time as survey results come in so that I can adapt my discussion points on the fly during team meetings."
Description

Enable real-time delivery of coaching prompts and conversation starters within the manager’s dashboard. Suggestions should update dynamically as new survey responses arrive or as the manager navigates between different team segments and time ranges. The UI must support immediate visibility and allow managers to filter suggestions by topics, urgency, or team member clusters. Latency should be under 2 seconds to ensure seamless interaction.

Acceptance Criteria
Dynamic Suggestion Update on New Survey Response
Given a manager is viewing the dashboard When a new pulse survey response arrives Then coaching prompts update automatically within 2 seconds without requiring a page reload
Filter Suggestions by Topic
Given a manager applies a topic filter in the suggestions panel When the filter is activated Then only prompts matching the selected topic appear and all other suggestions are hidden within 2 seconds
Filter Suggestions by Urgency
Given a manager selects an urgency level filter When the filter is applied Then the system displays only high-urgency coaching prompts and excludes lower-priority items within 2 seconds
Filter Suggestions by Team Member Cluster
Given a manager chooses a specific team member cluster When the cluster filter is applied Then only prompts relevant to that cluster are shown within 2 seconds and prompts for other clusters are removed
Seamless Navigation Across Time Ranges
Given a manager switches the dashboard time range When the new range is selected Then coaching prompts refresh to reflect data from the chosen period within 2 seconds without data inconsistency
Prompt Feedback Loop
"As a product owner, I want to capture feedback on coaching prompts so that the AI model can learn and deliver increasingly effective suggestions over time."
Description

Implement a feedback mechanism that records manager interactions with coaching prompts, capturing which suggestions are used, modified, or ignored. The system should learn from this feedback to refine future prompt relevancy. Data on prompt effectiveness, such as engagement uplift or issue resolution rates, should be tracked and surfaced in analytics to continuously improve the AI models.

Acceptance Criteria
Logging Prompt Selections
Given a manager view displays multiple coaching prompts When the manager clicks ‘Use Prompt’ Then the system logs an event containing prompt ID, manager ID, timestamp, and status ‘used’.
Capturing Prompt Modifications
Given a manager edits a suggested coaching prompt text When the manager submits the modified prompt Then the system records the original prompt ID, modified text, manager ID, timestamp, and status ‘modified’.
Recording Ignored Prompts
Given coaching prompts are presented to a manager When the manager dismisses the prompt panel or takes no action within 60 seconds Then the system logs each unselected prompt ID with manager ID, timestamp, and status ‘ignored’.
Batch Feedback Integration
Given the system has collected at least 500 logged feedback events over a 24-hour period When the scheduled retraining job runs Then the AI model training pipeline ingests the feedback logs, retrains the prompt relevancy model, and publishes updated prompt suggestions.
Displaying Prompt Effectiveness Analytics
Given the analytics dashboard is accessed by an admin When the dashboard loads Then it displays total counts and percentages of ‘used’, ‘modified’, and ‘ignored’ prompts over the selected date range and charts engagement uplift or issue resolution rate tied to prompt interactions.
Customization and Personalization Settings
"As a team manager, I want to customize the style and focus of the coaching prompts so that the suggestions align with my leadership approach and my team's needs."
Description

Provide settings that allow managers to customize the tone, length, and specificity of coaching prompts. Options should include selecting desired coaching styles (e.g., empathetic, directive), adjusting detail level, and specifying focus areas like recognition, problem-solving, or career growth. The settings should persist across sessions and be easily adjustable to align with individual leadership preferences and team culture.

Acceptance Criteria
Empathetic Coaching Style Selection
Given the manager sets the coaching style to 'empathetic' When a new coaching prompt is generated Then the prompt tone, language, and suggestions align with empathetic style guidelines 100% of the time
Adjusting Prompt Length Settings
Given the manager selects 'concise' or 'detailed' prompt length in customization settings When generating a coaching prompt Then the word count of the prompt falls within the defined concise (≤50 words) or detailed (≥150 words) range
Specifying Coaching Focus Areas
Given the manager specifies 'career growth' as the focus area When a coaching prompt is produced Then all prompt questions and suggestions relate directly to career development topics without deviation
Session Persistence of Custom Settings
Given the manager configures tone, length, and focus settings and logs out When the manager logs back in Then all previously saved customization settings persist and are displayed in the settings panel
Real-Time Settings Adjustments
Given the manager updates any customization setting during an active coaching session When requesting subsequent prompts Then the new prompts immediately reflect the updated settings without requiring a page reload

ShareLink+

Generate secure, interactive shareable links for your storyboards, complete with viewer analytics and access controls—making distribution seamless and giving managers visibility into who’s reviewed the insights.

Requirements

Secure Link Generation
"As a tech team manager, I want to create secure shareable links so that only intended recipients can view my storyboard insights and confidentiality is maintained."
Description

Enable the system to generate unique, cryptographically secure URLs for sharing storyboards. Each link must be tamper-proof and unpredictable, ensuring only authorized viewers with the correct URL can access the content. The generation logic should integrate seamlessly with existing storyboard data models and support scalable link creation without performance degradation.

Acceptance Criteria
Storyboard Publish Secure Link Generation
Given a manager publishes a storyboard When the system generates a shareable link Then the URL is at least 128 bits of cryptographic entropy and uses a secure algorithm And the link is stored in the storyboard metadata and retrievable via the API
URL Unpredictability Verification
Given 1000 links are generated for the same storyboard When analyzing the set of generated URLs Then no two URLs are identical And the probability of collision meets the defined security threshold
Access Control Enforcement
Given a user without the correct URL attempts to access a storyboard When the user submits the URL to the system Then the system returns a 403 Forbidden response And no storyboard content is displayed or logged
Link Expiry Handling
Given a secure link has reached its configured expiration time When a viewer attempts to access the storyboard using the expired link Then the system returns a link expired message and a 410 Gone status And access to the storyboard content is denied
High-Volume Link Creation Performance
Given a request to generate 10,000 secure links in a single batch When the system processes the batch request Then the average link generation time is under 200 milliseconds per link And CPU and memory usage remain within predefined performance thresholds
Access Control Settings
"As a manager, I want to configure who can view or interact with my shared storyboard so that I can maintain control over sensitive team engagement data."
Description

Provide granular access controls for each shareable link, allowing managers to set permissions such as view only, comment, or download. Settings should include optional password protection, domain restrictions, and single-sign-on (SSO) integration. The UI must offer a straightforward interface to configure and modify these controls before or after link creation.

Acceptance Criteria
Setting Permissions During Link Creation
Given a manager initiates creation of a shareable link and opens the access control panel When the manager selects a permission level (view-only, comment, or download) Then the UI enables the 'Generate Link' button only after a permission level is selected And the generated link metadata includes the selected permission flag
Modifying Access Controls Post-Creation
Given a manager navigates to the settings of an existing shareable link When the manager updates the permission level and clicks 'Save' Then the system persists the updated permissions and reflects changes in the link's metadata And users accessing the link afterward are granted the updated permissions
Applying Password Protection to a Shareable Link
Given a manager enables password protection and sets a password When a user accesses the shareable link Then the system prompts for the password and only grants access upon correct entry And displays an error message on incorrect password attempts
Enforcing Domain Restrictions for Link Access
Given a manager specifies allowed email domains for link access When a user attempts to access the link with an email from a non-allowed domain Then the system denies access and displays a domain restriction error And allows access for users with emails from the allowed domains without error
Integrating SSO for Enterprise User Authentication
Given a manager configures SSO integration before generating a shareable link When an unauthenticated user attempts to access the link Then the system redirects the user to the enterprise SSO login page And after successful authentication, grants access according to the configured permissions
Viewer Analytics Reporting
"As a remote team manager, I want to see who has opened and engaged with my storyboard so that I can follow up with stakeholders who haven’t reviewed the insights."
Description

Implement real-time analytics to track viewer interactions with each shared link. Capture metrics such as number of unique viewers, time spent, pages viewed, and share events. Present these insights in a dashboard integrated into PulseSync, enabling managers to identify engagement patterns and follow up with non-viewers.

Acceptance Criteria
Unique Viewer Count Captured
Given a shared link is clicked by a user, When the link is accessed in the browser, Then the system increments the unique viewer count and displays the updated number in real-time on the dashboard.
Time Spent Analytics Tracked
Given a viewer opens the shared storyboard link, When the viewer navigates away or closes the page, Then the system calculates the total time spent viewing and records it against that viewer's session.
Page View Sequence Logged
Given a viewer navigates through storyboard pages, When each page is loaded, Then the system logs the page identifier, sequence order, and timestamp for each view and displays the sequence in the dashboard.
Share Event Recorded
Given a user shares the storyboard link via ShareLink+, When the share action is completed, Then the system logs the share event including recipient details, channel, and timestamp and updates the share metrics accordingly.
Non-Viewer Identification for Follow-Up
Given a list of invited team members for a shared link, When the analytics dashboard refreshes, Then the system generates and highlights a list of users who have not yet viewed the link for manager follow-up.
Link Expiry and Revocation
"As a manager, I want to expire or revoke a shareable link so that outdated or potentially compromised links no longer grant access."
Description

Allow managers to set expiration dates for each shareable link and provide the ability to revoke access at any time. Expired or revoked links must immediately return a customizable ‘access denied’ page. Expiry and revocation actions should be logged for audit purposes and visible in the analytics dashboard.

Acceptance Criteria
Setting Expiry Date for Shareable Link
Given a manager generates a shareable link and assigns an expiry date When the expiry date is reached Then any access attempt to the link displays a customizable 'access denied' page And the link status is updated to 'Expired' in the system.
Revoking Access to an Active Link
Given a manager revokes an active shareable link When a user attempts to access the revoked link Then the user is shown the 'access denied' page immediately And the link status changes to 'Revoked' in the portal.
Customizing Access Denied Page on Expiry or Revocation
Given a manager customizes the 'access denied' page content for a link When any link expires or is revoked Then users see the customized content instead of the default message.
Audit Logging of Expiry and Revocation Events
Given a link expires or is revoked When the action occurs Then an entry is recorded in the audit log with timestamp, manager ID, link ID, and action type ('Expired' or 'Revoked') And the entry is retrievable via the audit endpoint.
Expiry and Revocation Visibility in Analytics Dashboard
Given links have reached expiry or been revoked When viewing the analytics dashboard Then those links are clearly marked with status 'Expired' or 'Revoked' And the date/time of status change is displayed.
Interactive Link Preview
"As a manager, I want to preview my storyboard share link so that I can verify everything appears correctly before sending it out."
Description

Enable managers to preview the shared storyboard as a viewer would see it, including interactive elements like tooltips and embedded charts. The preview feature should reflect the selected access controls and branding options, ensuring the final shared experience matches expectations before distribution.

Acceptance Criteria
View-Only Preview Scenario
Given a manager selects view-only access when generating a preview link, when the preview loads, then all interactive editing controls are disabled and read-only state is applied. Given the manager attempts to edit text or data in view-only mode, when clicking any input or edit button, then no changes are allowed and an appropriate tooltip explains the restriction. Given the preview is shared in view-only mode, when accessed by a user via the link, then the UI matches exactly what the manager saw in the preview.
Edit-Access Preview Scenario
Given a manager selects edit access when generating a preview link, when the preview loads, then all editing controls (add, delete, modify) are enabled and functional. Given the manager adds new annotations or modifies chart data in preview, when saving changes, then updates appear immediately in the preview without errors. Given the manager tests sharing with edit permissions, when a recipient uses the link, then they can perform the same edits as seen in the preview.
Branded Preview Scenario
Given the manager applies custom branding options (logo, color palette, font), when the preview loads, then the header, footer, and UI elements reflect the selected branding accurately. Given multiple branding variations, when switching between themes in preview settings, then the preview updates in real time to show each variation correctly.
Interactive Elements Preview Scenario
Given the storyboard contains tooltips on key data points, when the manager hovers or clicks each point in preview, then the tooltip displays the correct data and appears within the viewport. Given the storyboard includes embedded charts with filtering controls, when filters are applied in preview, then the chart updates dynamically and accurately reflects the filtered dataset. Given interactive links or buttons within the storyboard, when clicked in preview, then the correct target content or page section is displayed without errors.
Performance and Loading Times Scenario
Given a storyboard of up to 50 slides with multiple interactive elements, when the manager loads the preview on a typical broadband connection, then the initial render completes within 2 seconds. Given network fluctuation falls within acceptable limits, when testing preview load times repeatedly, then 95% of loads complete under 3 seconds with no functional degradation.

Kudos Customizer

Empower users to personalize shoutouts with custom badges, GIFs, and emojis. By letting team members add a personal touch to each recognition, Kudos Customizer makes peer-to-peer praise more meaningful and memorable, fostering deeper connections and appreciation across the team.

Requirements

Badge Library Integration
"As a team member, I want to select a predefined badge from a badge library so that I can quickly add visual recognition to my kudos without designing one from scratch."
Description

Allows users to browse and select from a curated library of badges directly within the shoutout composer, ensuring consistency and speeding up the recognition process.

Acceptance Criteria
Access Badge Library
Given the shoutout composer is open When the user clicks the badge library icon Then a modal displays with playlists of at least 20 curated badges organized by category
Search and Filter Badges
Given the badge library modal is open When the user enters a keyword in the search bar Then only badges whose name or tags contain the keyword are shown
Preview Badge Details
Given badges are displayed in the library When the user hovers over or clicks a badge Then a tooltip displays the badge’s name, description, and preview image
Select and Insert Badge
Given a badge is visible in the library When the user clicks on a badge and selects 'Insert Badge' Then the chosen badge is inserted at the current cursor position in the shoutout composer
Handle No Results
Given the badge library is open When the user enters a search term that matches no badges Then the library displays a 'No badges found' message and a clear search button
Custom GIF Support
"As a team member, I want to add a custom GIF to my shoutout so that it feels more personal and engaging."
Description

Enables users to upload or embed GIFs into their shoutouts, with validation for file size and format, to create more dynamic and personalized recognition messages.

Acceptance Criteria
Local GIF Upload
Given the user opens the shoutout composer and selects 'Upload GIF', when they choose a .gif file of size 5MB or less and confirm, then the system uploads the file successfully and displays the GIF in the shoutout preview.
GIF Embedding via URL
Given the user selects 'Embed GIF by URL', when they input a valid GIF URL returning a 'image/gif' content type and confirm, then the system fetches and renders the GIF in the shoutout preview.
Oversized GIF Rejection
Given the user attempts to upload a GIF larger than 5MB, when they submit the file, then the system rejects the upload and displays an error message indicating the size limit has been exceeded.
Unsupported Format Handling
Given the user attempts to upload a non-GIF file (e.g., .jpg, .png), when they submit the file, then the system rejects the file and displays an error message stating only GIF format is supported.
GIF Persistence After Shoutout Save
Given the user has uploaded or embedded a valid GIF and posts the shoutout, when they view the sent message or reload the page, then the GIF remains visible and correctly rendered within the shoutout.
Enhanced Emoji Picker
"As a team member, I want to quickly search and select emojis from an organized picker so that I can express gratitude more precisely."
Description

Integrates an advanced emoji picker featuring search, categorized sections, recent emojis, and favorites, seamlessly embedded in the shoutout interface for quick access.

Acceptance Criteria
Keyword Search Functionality
Given the user opens the emoji picker, when they type "party" into the search field, then only emojis related to "party" are displayed sorted by relevance.
Categorized Emoji Browsing
Given the user opens the emoji picker, when they select the "Animals" category tab, then only animal-themed emojis are displayed.
Recent Emoji Tracking
Given the user has previously used at least five emojis, when they open the emoji picker, then the five most recently used emojis appear under the "Recent" section in descending order of use.
Favorites Management
Given the user hovers over an emoji, when they click the "Add to Favorites" icon, then the emoji is added to the "Favorites" section and remains there across sessions.
Quick Access Embed
Given the user is composing a shoutout, when they click the emoji button, then the emoji picker loads inline within 300ms without blocking other UI interactions.
Shoutout Live Preview
"As a team member, I want to see a live preview of my shoutout so that I can ensure it appears as intended before sending."
Description

Provides a real-time preview pane showing exactly how the composed shoutout will appear to recipients, including badges, GIFs, and emojis.

Acceptance Criteria
Badge Selection Preview
Given a user selects a custom badge from the badge library, when the badge is clicked, then the live preview pane updates to display the selected badge with correct sizing and positioning in the shoutout.
GIF Integration Preview
Given a user uploads or selects a GIF, when the GIF is added to the shoutout, then the live preview pane shows the animated GIF with correct playback loop and aspect ratio.
Emoji Placement Preview
Given a user inserts emojis into the shoutout text, when emojis are added, then the live preview pane displays emojis inline with text, maintaining correct font size and alignment.
Responsive Layout Display
Given different screen sizes, when the user resizes the preview pane, then the shoutout preview adjusts its layout responsively and maintains readability and styling.
Real-time Updates Feedback
Given modifications to badges, GIFs, emojis, or text, when the user makes any change, then the live preview pane updates instantly without requiring manual refresh.
Default Customization Profiles
"As a manager, I want to save my favorite customization setup as a default profile so that I can apply it quickly to multiple shoutouts."
Description

Allows users to save sets of preferred badges, GIFs, and emojis as reusable profiles, enabling one-click application of favorite customizations for future shoutouts.

Acceptance Criteria
Saving a new customization profile
Given the user has selected badges, GIFs, and emojis for a shoutout When the user clicks on "Save as Profile" and enters a unique profile name Then a new profile with the selected items is created and appears in the profile list
Applying a saved customization profile
Given the user is composing a shoutout and navigates to the profile menu When the user selects an existing profile Then the shoutout customization updates to match the badges, GIFs, and emojis saved in that profile
Editing an existing customization profile
Given the user is viewing their saved profiles When the user selects "Edit" on a profile, modifies badges, GIFs, or emojis, and saves changes Then the profile in the list reflects the updated selections and future applications use the updated set
Deleting a customization profile
Given the user has one or more saved profiles When the user chooses "Delete" on a profile and confirms the action Then the profile is removed from the list and cannot be applied to future shoutouts
Listing all customization profiles
Given the user accesses the "Profiles" menu from the shoutout customization screen When the menu opens Then all saved profiles are displayed alphabetically by name with profile name, preview thumbnail, and last modified date
Default profile is pre-selected for new shoutouts
Given the user has at least one saved profile When the user initiates a new shoutout Then the most recently used profile is automatically selected and applied to the customization fields
Usage Analytics Dashboard
"As an admin, I want to view analytics on how often different custom elements are used so that I can understand what resonates with the team."
Description

Tracks and displays metrics on badge, GIF, and emoji usage in shoutouts, offering insights into engagement trends and the most popular custom elements.

Acceptance Criteria
Badge Usage Overview
Given a manager selects the "Badge Usage" tab, When the dashboard loads, Then a bar chart displays the top 10 badges by usage in the last 30 days, and the total counts match the summed badge usage.
GIF Usage Trend
Given a manager applies a date range filter, When the dashboard refreshes, Then a line chart plots the daily count of GIFs used in shoutouts, and annotations show the minimum, maximum, and average daily usage.
Emoji Reaction Distribution
Given the dashboard is viewed for a selected period, When the manager opens the "Emoji Distribution" widget, Then a pie chart shows each emoji’s percentage share of total reactions, summing to 100%.
Peak Engagement Identification
Given the manager filters by team or time frame, When metrics update, Then the dashboard highlights the top three days with the highest number of shoutouts and displays each day’s total count.
Exportable Analytics Report
Given a date range is specified and the export button is clicked, When the system generates the report, Then a CSV file containing BadgeName, GIFName, Emoji, UsageCount, and Timestamp columns is prepared and downloaded within 5 seconds.

Kudos Feed

Introduce a real-time activity stream that displays all recent kudos across teams. The Kudos Feed increases visibility into positive behaviors, sparks inspiration, and encourages a culture of recognition by showcasing accomplishments instantly and socially.

Requirements

Real-time Kudos Stream
"As a team manager, I want to see new kudos appear instantly on a live feed so that I can recognize achievements immediately and keep morale high."
Description

Implement a continuously updating activity stream that displays all recent kudos across teams in real time. The stream should automatically refresh without manual input, highlight new entries prominently, and integrate seamlessly with the existing PulseSync dashboard. This functionality will enhance visibility into positive behaviors, boost team morale by showcasing accomplishments instantly, and promote a culture of recognition by allowing managers and team members to celebrate successes as they happen.

Acceptance Criteria
Real-time Kudos Feed Display
Given a user is on the PulseSync dashboard, when a new kudos is issued, then it appears in the feed within 2 seconds and is visually highlighted.
Automatic Feed Refresh
Given the kudos feed is active on the dashboard, then it automatically refreshes every 5 seconds without requiring manual page reload or interaction.
New Kudos Highlighting
Given a new kudos entry arrives in the stream, then it is highlighted with a distinct background color for 10 seconds and then fades to the normal style.
Dashboard Integration Consistency
Given existing dashboard components, then the kudos feed follows PulseSync’s style guidelines, maintains responsive layout across desktop and mobile viewports, and does not overlap or obscure other elements.
High-Volume Load Handling
Given 100 kudos are added within one minute, then the feed continues to update in real time without lag, maintains smooth scrolling, and preserves browser memory usage within acceptable limits.
Kudos Filtering and Search
"As a team member, I want to filter and search the kudos feed by recipient and keywords so that I can find specific recognitions and understand trends."
Description

Provide advanced filtering and search capabilities within the Kudos Feed to help users quickly locate specific recognition entries. Filters should include by recipient, sender, team, date range, and keyword tags. The search should support partial matches and offer suggestions. This requirement ensures users can efficiently navigate large volumes of kudos, discover relevant recognitions, and analyze patterns over time.

Acceptance Criteria
Filter Kudos by Recipient
Given the Kudos Feed is loaded with multiple entries When the user selects a recipient from the recipient filter Then only kudos entries addressed to that recipient are displayed And the count of displayed entries matches the recipient filter
Filter Kudos by Sender
Given the Kudos Feed contains entries from various senders When the user selects a sender from the sender filter Then only kudos entries sent by that sender are displayed And no entries from other senders appear
Filter Kudos by Team
Given the Kudos Feed shows kudos across all teams When the user applies the team filter for 'Engineering' Then only kudos entries associated with the Engineering team are shown And entries from other teams are excluded
Filter Kudos by Date Range
Given the Kudos Feed displays kudos spanning different dates When the user sets a start date and end date in the date range filter Then only kudos entries within the specified date range are displayed And entries before or after the range are excluded
Search Kudos by Keyword
Given the Kudos Feed contains entries tagged with various keywords When the user enters a keyword into the search bar and initiates search Then only kudos entries containing the keyword in message body or tags are returned And the total matches the expected results count
Provide Search Suggestions on Partial Input
Given the user focuses on the search input When the user types at least three characters Then the system displays relevant keyword suggestions based on existing tags within 300ms And selecting a suggestion populates the search input and triggers the search
Kudos Notifications
"As a remote employee, I want to receive notifications when someone gives me kudos so that I feel acknowledged and stay motivated."
Description

Enable configurable real-time notifications for new kudos based on user preferences. Notifications can be delivered via in-app alerts, email, or push notifications, and should allow users to subscribe to updates for specific teams or individuals. This feature keeps stakeholders informed of positive activity, encourages timely acknowledgement, and ensures that important recognitions are not missed.

Acceptance Criteria
Subscribing to team-based notifications
Given a user is on the notification settings page, When they enable notifications for a specific team via in-app, email, or push, Then they receive a notification for every new kudos on that team within 60 seconds.
Subscribing to individual-based notifications
Given a user selects an individual team member in their notification preferences, When that member receives a new kudos, Then the user receives the notification via the configured channels within 60 seconds.
Configuring multiple notification channels
Given a user enables multiple channels (in-app, email, push) for a subscription, When a matching kudos event occurs, Then identical notifications are sent through each selected channel without duplication errors.
Notification content displays kudos details
Given a new kudos event is triggered, When notifications are dispatched, Then each notification includes the sender’s name, receiver’s name, kudos message, timestamp, and a direct link to the kudos feed entry.
Real-time notification delivery performance
Given a continuous flow of kudos events, When the user has active subscriptions, Then at least 95% of notifications are delivered within 5 seconds of kudos creation.
Kudos Analytics Dashboard
"As a senior manager, I want to view analytics on kudos distribution and trends so that I can identify engagement hotspots and address areas needing recognition."
Description

Develop an analytics dashboard that aggregates kudos data from the feed into visual reports and trends. Include metrics such as total kudos over time, top performers, frequency by team, and sentiment analysis. Integrate this dashboard within PulseSync for easy access. This requirement provides managers with actionable insights into team engagement and recognition patterns, helping guide leadership decisions.

Acceptance Criteria
Viewing Total Kudos Over Time
Given the manager accesses the Kudos Analytics Dashboard, When data is loaded for the selected date range, Then the 'Total Kudos Over Time' chart displays a line graph with daily kudos counts matching backend data.
Identifying Top Performers
Given the manager opens the 'Top Performers' widget, When the data refresh completes, Then the dashboard lists the top 10 team members ranked by cumulative kudos received matching the feed data.
Analyzing Kudos Frequency by Team
Given the manager filters by a specific team, When the team is selected, Then the frequency chart updates to show weekly kudos counts for that team accurately.
Sentiment Analysis Reporting
Given the manager views the sentiment analysis section, When the NLP processing finishes, Then it displays correct percentages of positive, neutral, and negative kudos sentiments in a donut chart.
Dashboard Integration and Navigation
Given the manager navigates from the PulseSync main menu, When selecting 'Kudos Analytics Dashboard', Then the dashboard loads within 3 seconds with all widgets visible without a page reload.
Social Sharing Integration
"As a marketing lead, I want to share employee kudos on social media so that we can promote our positive company culture externally."
Description

Allow users to share kudos entries externally on social platforms like LinkedIn and Twitter. Each share should include a customizable message template and a link back to the PulseSync activity stream. This integration enhances company branding, showcases employee achievements publicly, and supports employer branding efforts by highlighting a culture of recognition.

Acceptance Criteria
Share Kudos on LinkedIn
Given a user is viewing a kudos entry in the Kudos Feed When the user clicks the LinkedIn share button Then a LinkedIn share dialog opens pre-filled with the default message template and link to the kudos entry
Share Kudos on Twitter
Given a user is viewing a kudos entry in the Kudos Feed When the user clicks the Twitter share button Then a Twitter tweet compose window opens pre-filled with the default message template and link to the kudos entry
Customize Share Message Template
Given a user initiates a share action When the share dialog opens Then the user can edit the message template before posting and the edited text and link reflect in the shared post
Verify Share Link Redirection
Given an external user clicks the link in the shared post When the link directs to the PulseSync activity stream Then the specific kudos entry is highlighted or scrolled into view
Handle Unauthorized Share Attempts
Given a user clicks a share button without being logged in When the share action is initiated Then the system prompts the user to log in or sign up before proceeding

Kudos Leaderboard

Gamify recognition with a dynamic leaderboard highlighting top recognizers and recipients. The Kudos Leaderboard motivates healthy competition, promotes consistent acknowledgment, and helps managers identify and reward culture champions.

Requirements

Dynamic Leaderboard Display
"As a team manager, I want to view a live leaderboard of top recognizers and recipients so that I can identify and celebrate culture champions in my remote team."
Description

Implement a dynamic leaderboard on the dashboard that highlights the top kudos givers and recipients in real time, supports pagination, and clearly distinguishes ranks with visual cues. The leaderboard should integrate seamlessly with existing Dashboards UI, auto-refresh at configurable intervals, and allow managers to quickly scan for high-performing culture champions, ensuring visibility into team recognition patterns.

Acceptance Criteria
Real-Time Leaderboard Auto-Refresh
Given the manager is viewing the Kudos Leaderboard on the Dashboard, when new kudos are recorded in the system, then the leaderboard automatically refreshes within the configured interval without requiring a manual page reload.
Pagination and Navigation
Given the leaderboard contains more entries than fit on a single page, when the manager clicks the 'Next' or 'Previous' buttons, then the leaderboard displays the correct set of entries in sequential order.
Visual Rank Distinction
Given the leaderboard is displayed, then the top three positions are visually distinguished using distinct badges (gold, silver, bronze) and hover tooltips clarify the recipient's or giver's name and count.
Data Integration with Dashboards UI
Given the manager accesses any Dashboard section, then the Kudos Leaderboard appears consistent with the existing UI styling, fonts, and color scheme and aligns responsively across all supported screen sizes.
Configurable Refresh Interval
Given the manager accesses the leaderboard settings, when a refresh interval is set (e.g., 30 seconds, 1 minute, 5 minutes), then the leaderboard respects the selected interval for automatic updates.
High Volume Leaderboard Performance
Given there are over 1,000 leaderboard entries, when the manager navigates or the leaderboard auto-refreshes, then page load and refresh actions complete within 2 seconds.
Real-Time Update Engine
"As a team member, I want the leaderboard to update instantly when kudos are given so that I see real-time recognition trends and stay motivated."
Description

Build a real-time update engine that pushes new kudos data to the leaderboard instantly when recognitions occur, leveraging WebSockets or similar push technologies. This requirement ensures that all users see the latest recognition activity without manual refreshes, enhancing engagement by providing up-to-the-second feedback on team morale and participation.

Acceptance Criteria
Single Kudos Event Update
Given a user is viewing the leaderboard page When another user sends a kudos Then the leaderboard updates within 1 second to reflect the new kudos count without requiring a manual page refresh
High-frequency Kudos Bursts
Given multiple kudos events occur within 500ms When the update engine processes these events Then the leaderboard aggregates and displays all new kudos correctly in chronological order within 2 seconds
User Connection Loss and Reconnect
Given a user's WebSocket connection is lost for up to 30 seconds When the connection is reestablished Then the leaderboard synchronizes all missed kudos events and displays the current state accurately
Cross-device Real-time Sync
Given a user is logged in on both desktop and mobile devices When a kudos is received on one device Then the leaderboard updates on both devices within 1 second of the event
Initial Page Load Synchronization
Given a user navigates to the leaderboard page When the WebSocket connection is established Then the leaderboard fetches and displays the most recent kudos data within 2 seconds of page load
Filter and Segmentation Controls
"As a manager, I want to filter the leaderboard by time period and team so that I can analyze recognition trends for different groups and intervals."
Description

Provide filter controls that allow users to segment the leaderboard by time range (e.g., daily, weekly, monthly), team or department, and recognition type. These controls should be intuitive, persist user selections across sessions, and integrate with existing query parameters, enabling managers to customize views and drill down into specific recognition data for deeper insights.

Acceptance Criteria
Filtering by Daily Time Range
Given the manager opens the Kudos Leaderboard When they select the 'Daily' time range filter Then the leaderboard displays only recognitions received within the last 24 hours And the results count accurately reflects the filtered dataset
Weekly Segmentation by Team or Department
Given the manager navigates to the leaderboard view When they choose the 'Weekly' time range and select the 'Engineering' department Then the leaderboard displays recognitions from Engineering for the past 7 days And the department is highlighted in the filter control
Monthly Recognition Type Filter
Given the manager views the leaderboard When they select 'Monthly' as the time range and choose the 'Peer-to-peer' recognition type Then only peer-to-peer recognitions from the last month are shown And other recognition types are excluded from the display
Persistent Filter Settings Across Sessions
Given the manager sets 'Weekly' time range and 'Sales' team filters When they log out and log back into PulseSync Then the leaderboard automatically applies the same 'Weekly' and 'Sales' filters And the filter controls reflect these selections
URL Query Parameter Integration for Filters
Given the manager shares a URL containing filter query parameters (e.g., ?time=monthly&team=Marketing&type=Manager-to-Employee) When a recipient opens the link in a new browser session Then the Kudos Leaderboard loads with the time range set to 'Monthly', team set to 'Marketing', and recognition type set to 'Manager-to-Employee' And the filter controls display these pre-applied settings
Notification Integration
"As a manager, I want to receive notifications when team members reach top leaderboard positions so that I can promptly acknowledge and reward their contributions."
Description

Integrate the leaderboard with PulseSync’s notification system to alert managers when someone enters the top ranks or when there’s a significant shift in leaderboard standings. Notifications should be configurable, delivered via email and in-app, and include context on the recognition event, driving timely acknowledgment and reinforcing positive behaviors.

Acceptance Criteria
Top Rank Entry Notification
Given a user moves into the top 3 positions on the Kudos Leaderboard, when the leaderboard ranking updates, then the manager receives a notification within 5 minutes indicating the user’s new rank and timestamp.
Significant Shift Alert
Given a user’s position changes by more than 5 ranks within 24 hours, when the shift is detected, then a notification is sent to the manager detailing the user’s previous and current ranks and the magnitude of the change.
Configurable Notification Preferences
Given the manager accesses the notification settings page, when the manager enables or disables notifications for top rank entries or significant shifts, then the system saves these preferences and applies them to all future notifications.
Email Delivery of Notifications
Given a notification is triggered and email notifications are enabled for the manager, when the notification is sent via email, then the manager receives an email within 2 minutes containing the correct subject line, user name, event context, and a direct link to the leaderboard.
In-App Notification Delivery
Given a notification is triggered and in-app notifications are enabled for the manager, when the manager is active in the application, then an in-app notification banner appears at the top of the dashboard within 1 minute, displaying the event summary and a link to detailed view.
Contextual Information in Notifications
Given any notification type is generated, when the notification is created, then it includes the user name, event type (e.g., new top rank or significant shift), timestamp, and a brief description of the recognition event including recognizer and reason.
Customizable Recognition Badges
"As an admin, I want to define custom badges for various recognition tiers so that the leaderboard reflects our company’s unique culture and rewards system."
Description

Enable admins to create and assign custom visual badges (e.g., icons, colors, titles) for different levels of kudos recognition displayed on the leaderboard. Badges should be configurable through an admin settings panel, stored in the system’s asset library, and render consistently across desktop and mobile, enhancing the gamification experience.

Acceptance Criteria
Admin Creates Custom Badge
Given the admin is on the Badge Settings panel and provides a unique icon file, color code, and title for a new badge When the admin clicks "Save Badge" Then the system accepts the inputs, generates a new badge entry, and displays it in the badge list
Badge Stored in Asset Library
Given a custom badge has been created When the badge is saved Then the badge’s icon asset, color metadata, and title are stored in the system’s asset library and retrievable via API
Badge Rendering on Desktop
Given a user views the Kudos Leaderboard on a desktop browser When the leaderboard loads Then each user’s custom badge displays correctly with its icon, color, and title without distortion
Badge Rendering on Mobile
Given a user views the Kudos Leaderboard on a mobile device When the leaderboard loads Then each custom badge scales appropriately and displays its icon, color, and title legibly without layout breakage
Badge Configuration Persistence
Given the admin has created or edited a badge When the admin refreshes or navigates away and back to the settings panel Then the previously saved badge configuration persists and is displayed accurately

Kudos Milestones

Automatically celebrate individuals and teams when they reach recognition milestones. Kudos Milestones trigger custom notifications and digital badges at predefined thresholds—boosting morale by marking progress and reinforcing positive behaviors.

Requirements

Customizable Milestone Thresholds
"As a team manager, I want to define custom milestone thresholds so that recognition events reflect my team’s unique pace and goals."
Description

Provide an administrative interface that allows team managers to define and adjust recognition milestone thresholds (e.g., 50, 100, 250 kudos). Support default company-wide settings and team-specific overrides. Persist threshold configurations in the database and ensure the system recalculates milestones in real time when thresholds are updated. This feature ensures that milestone celebrations are tailored to each team’s size and culture, enhancing relevance and motivation.

Acceptance Criteria
Admin Defines Company-Wide Milestone Thresholds
Given an administrator accesses the milestone settings page When they define default thresholds (e.g., 50, 100, 250) and click save Then the thresholds are persisted in the database and displayed as the active company defaults
Team-Specific Threshold Override
Given an administrator navigates to a specific team’s settings When they override the default thresholds with team-specific values and save Then the system stores the override in the database and uses it for that team instead of the company defaults
Real-Time Milestone Recalculation Post-Update
Given existing kudos counts for users exceed new thresholds When thresholds are updated in the admin interface Then the system recalculates milestone achievements in real time and triggers appropriate notifications
Threshold Validation for Numeric Input
Given an administrator inputs non-integer, negative, or out-of-range values in the threshold fields When they attempt to save Then the system displays a validation error and prevents saving invalid thresholds
Persistence After System Restart
Given threshold configurations have been saved When the application is restarted Then the previously saved thresholds are loaded from the database and applied without data loss
Automated Badge Issuance
"As a team member, I want to automatically receive a digital badge when I reach a recognition milestone so that I feel appreciated without manual intervention."
Description

Implement backend logic that monitors each user’s cumulative kudos count and automatically issues digital badges when predefined thresholds are reached. Store badge metadata (title, level, timestamp) in the user’s profile. Ensure idempotency so badges are only awarded once per milestone and trigger an event for downstream notifications and analytics.

Acceptance Criteria
First-Time Badge Issuance
Given a user’s cumulative kudos count reaches the first threshold (e.g., 10 kudos) When the backend badge issuance process runs Then the system issues a 'Bronze Badge' with correct metadata, and it appears in the user’s profile.
Milestone Badge for Subsequent Thresholds
Given a user has already earned previous badges and their kudos count reaches the next threshold (e.g., 50 kudos) When the badge issuance logic executes Then the system issues the appropriate badge level (e.g., Silver Badge) without affecting existing badges.
Idempotent Badge Awarding
Given a user has already been awarded a badge for a specific threshold When the badge issuance process runs again Then the system does not issue duplicate badges for that threshold.
Badge Metadata Persistence
Given a badge is issued When the badge data is saved Then the user’s profile contains badge metadata including title, level, and timestamp in the correct format.
Downstream Event Triggering
Given a badge is successfully issued When the backend logic completes Then the system publishes a 'BadgeAwarded' event with user ID, badge ID, and timestamp for downstream notifications and analytics.
Multi-Channel Notification Delivery
"As a team manager, I want milestone celebrations to be announced in my team’s preferred communication channels so that everyone can join in the recognition."
Description

Integrate with Slack, Microsoft Teams, and email to deliver real-time celebratory notifications when individuals or teams hit milestones. Allow managers to select preferred channels, customize message templates, and set fallback options. Ensure rate limiting and localization support so messages are delivered reliably and in the correct language.

Acceptance Criteria
Slack Notification Delivery
Given a user reaches a milestone and has Slack enabled as their preferred channel, when the milestone is recorded, then a Slack message is sent within 10 seconds to the user’s Slack ID, using the selected template and including the milestone badge image URL; and the Slack API returns a 200 status code.
Microsoft Teams Notification Delivery
Given a team milestone is achieved and Microsoft Teams is selected, when the milestone event is triggered, then a Teams message card is delivered within 10 seconds to the designated Teams channel with the customized message template and badge, and the Teams API confirms successful delivery.
Email Notification Delivery
Given an individual milestone completion and Email is the chosen channel, when the milestone is published, then an email is dispatched within 30 seconds to the user’s email address, using the configured subject line and body template, with the milestone badge attached or embedded, and the SMTP server acknowledgement is received.
Channel Fallback Mechanism
Given the primary notification channel fails (e.g., API error or timeout), when the system detects the failure after three retry attempts, then the notification is automatically sent via the next configured channel within 15 seconds, and a fallback event is logged with channel and error details.
Localization of Notifications
Given a user’s preferred language setting, when a milestone notification is generated, then the message content—including date, number formats, and text—appears in the user’s locale and language, matching the localization files, and no untranslated strings are present.
Rate Limiting Enforcement
Given high-volume milestone events, when notifications are dispatched, then the system does not exceed 20 messages per minute per channel, queues excess messages, and processes queued messages at a controlled rate, ensuring no rate-limit errors are returned by external APIs.
Milestone Progress Dashboard Integration
"As a manager, I want to view my team’s progress toward upcoming recognition milestones so that I can monitor morale trends and offer support proactively."
Description

Extend the PulseSync dashboard to display milestone progress bars and countdowns for both individuals and teams. Show current kudos count, next milestone target, and percentage complete. Update these metrics in real time as kudos arrive. Provide filtering options to view progress by time period or team segment.

Acceptance Criteria
Individual Milestone Progress Visualization
Given a manager selects an individual on the dashboard, When kudos data for that individual is loaded, Then the dashboard displays a progress bar showing the current kudos count, next milestone target, and percentage complete matching the underlying data.
Team Milestone Progress Visualization
Given a manager selects a team on the dashboard, When kudos data for that team is loaded, Then the dashboard displays an aggregated progress bar showing total team kudos count, next milestone target, and percentage complete reflecting the team’s progress.
Real-Time Kudos Update Processing
Given new kudos are recorded, When the kudos API returns the update, Then the dashboard progress bars update within 5 seconds without requiring a manual page refresh.
Next Milestone Countdown Display
Given an individual or team progress bar is displayed and progress is below the next milestone, When the dashboard renders the progress bar, Then it shows the exact number of kudos remaining to reach the next milestone.
Progress Filtering by Time Period
Given a manager applies a date range filter on the dashboard, When the filter is executed, Then the dashboard displays progress bars calculated using only the kudos earned within the selected time period.
Progress Filtering by Team Segment
Given a manager applies a team segment filter, When the filter is executed, Then the dashboard displays progress bars for only those individuals or teams within the selected segment.
Custom Badge Library Management
"As a manager, I want to customize the look and feel of recognition badges so that they align with my company’s branding and culture."
Description

Build a badge library UI where managers can upload custom badge images (PNG, SVG), define titles and descriptions, and assign them to specific milestone levels. Provide validation for image dimensions and file size. Allow previewing badges in the dashboard and during notification flows to ensure brand consistency.

Acceptance Criteria
Custom Badge Image Upload
Given a manager navigates to the Custom Badge Library and selects “Upload Badge” When they choose a valid PNG or SVG file under 2MB and within 256×256 pixels Then the image uploads successfully and appears in the badge list
Badge Metadata Entry
Given a new badge image has been uploaded When the manager enters a title (≤50 chars) and description (≤150 chars) and clicks Save Then the badge is created with the provided metadata and persisted in the library
Image Validation Feedback
Given an uploaded file exceeds 2MB or dimensions exceed 256×256 pixels or is not PNG/SVG When the manager attempts to upload Then the system displays an error: “File must be PNG or SVG, ≤2MB, and ≤256×256 pixels” and blocks the upload
Badge Preview in Dashboard
Given badges exist in the Custom Badge Library When a manager views the Dashboard badge selector Then all badges display correctly with their image, title, and description at the intended size without distortion
Badge Notification Flow Preview
Given a milestone trigger for a badge occurs When the manager opens the Notification Preview Then the custom badge, its title, and description display exactly as they will appear in end-user notifications

Kudos Exchange

Allow teams to convert accumulated kudos points into tangible rewards or perks. By linking recognition to a rewards catalog, Kudos Exchange adds an extra incentive layer that drives engagement and lets users feel valued in meaningful, personalized ways.

Requirements

Rewards Catalog Integration
"As an employee, I want to browse a catalog of available rewards so that I can choose meaningful perks aligned with my interests and point balance."
Description

Integrate a dynamic, searchable rewards catalog within PulseSync, allowing users to browse, filter, and select from a variety of tangible and digital rewards. The catalog should support categorization, real-time availability checks, and rich media displays for each reward. Seamless integration with the Kudos Exchange points system is required to ensure point costs update automatically and users see only rewards within their balance.

Acceptance Criteria
Browsing Rewards Catalog
- The rewards catalog displays at least 20 rewards with name, image, description, and point cost - Users can search the catalog using keywords and receive results within 1 second - Each reward card loads within 2 seconds and is displayed with consistent formatting
Filtering Rewards by Category
- The catalog provides category filters (e.g., Digital, Physical, Gift Cards) that can be selected - When a filter is applied, only rewards belonging to the selected category are displayed - Multiple filters can be combined and the results update dynamically without page reload
Checking Reward Availability
- Each reward shows real-time availability status (In Stock, Out of Stock) - If availability changes, the catalog updates within 30 seconds to reflect the new status - Users cannot select or redeem 'Out of Stock' rewards; these are visually disabled
Automatic Points Cost Update
- The point cost for each reward is fetched from the Kudos Exchange points system in real-time - When a user's points balance changes, the catalog immediately displays rewards that are within or outside their balance - Rewards beyond the user's balance are visually indicated as unavailable
Redeeming a Reward with Sufficient Points
- Users can select a reward and click 'Redeem' if they have sufficient points - Upon redemption, the user's points balance is deducted correctly and confirmed via a success message within 2 seconds - The redeemed reward is removed or marked as redeemed in the catalog view for that user
Point Redemption Workflow
"As an employee, I want a clear step-by-step redemption process so that I can confidently exchange my kudos points without confusion or errors."
Description

Implement a streamlined redemption workflow that guides users through selecting a reward, confirming point deduction, and submitting the redemption request. Include confirmation screens, error handling for insufficient points, and clear messaging on next steps. Ensure backend processes log transactions securely and notify administrators of pending redemptions.

Acceptance Criteria
Reward Selection Process
Given a user with sufficient kudos points browses the rewards catalog, when they select a reward, then the system highlights the selection, enables the ‘Redeem’ button, and displays the correct point cost.
Insufficient Points Error Handling
Given a user attempts to redeem a reward costing more points than they have, when they click ‘Redeem’, then an ‘Insufficient points’ error message is displayed, redemption is blocked, and no points are deducted.
Redemption Confirmation
Given a user clicks ‘Redeem’ for an affordable reward, when they confirm the redemption on the confirmation screen, then a success message appears showing reward details and the user’s points balance is immediately updated.
Transaction Logging Backend
Given a redemption is confirmed, when the backend processes the transaction, then a secure log entry is created with user ID, reward ID, points deducted, and timestamp.
Administrator Notification
Given a redemption request is submitted, when the transaction log entry is created, then an email notification containing redemption details is sent to administrators within one minute.
Real-Time Balance and Transaction Updates
"As an employee, I want to see my kudos point balance update instantly after a transaction so that I know my available points at all times."
Description

Display users’ current kudos point balance and recent transaction history in real time within the dashboard. Update balances immediately upon redemption or accrual events and log transaction details such as date, reward name, and point change. This transparency builds trust and encourages ongoing engagement with the Kudos Exchange.

Acceptance Criteria
Redemption Balance Update
Given a user redeems 500 kudos points for “Coffee Voucher” on the Kudos Exchange page, When the redemption is confirmed by the server, Then the user’s current kudos balance displayed on the dashboard decreases by 500 points and the Recent Transactions list displays a new entry at the top with the date, reward name “Coffee Voucher”, and point change of –500.
Accrual Balance Update
Given a user receives 200 kudos points from a colleague via pulse survey recognition, When the accrual event is processed by the backend, Then the dashboard’s current kudos balance increases by 200 and the Recent Transactions list shows a new entry with the date, recognition source, and point change of +200.
Dashboard Load Transaction History
Given a user navigates to the Kudos Exchange dashboard while logged in, When the dashboard page loads, Then the system fetches and displays the current kudos balance and the last 10 transactions, each including date, reward or recognition name, and point change.
Concurrent Transactions Consistency
Given two kudos transactions (an accrual and a redemption) occur within one second, When both transactions are processed, Then the displayed balance equals the initial balance plus the net change from both transactions and both entries appear in the Recent Transactions list in correct chronological order without duplication.
Offline State Recovery
Given a user redeems kudos points while offline, When network connectivity is restored, Then the dashboard automatically refreshes to reflect the updated balance and includes the offline redemption in the Recent Transactions list with accurate date and point change.
Personalized Reward Recommendations
"As an employee, I want tailored reward suggestions so that I can discover perks that resonate with my interests and needs."
Description

Leverage user profile data, past redemption behavior, and team preferences to surface personalized reward recommendations. Implement an algorithm that ranks rewards by relevance and popularity, adapting suggestions over time based on user interactions. Highlight recommended items prominently in the catalog to drive engagement and satisfaction.

Acceptance Criteria
Returning User Personalized Recommendations
Given a returning user with past redemption history and profile preferences, when they navigate to the rewards catalog, then the top 5 recommended items are ordered by algorithmic relevance score reflecting past behavior and team preferences, and each item scored above a relevance threshold of 0.7.
First-Time User Default Recommendations
Given a new user without redemption history, when they access the rewards catalog, then the system displays the top 5 most popular items among all users by redemption count in the past 30 days.
Budget-Constrained Recommendations
Given a user with a specific point balance, when they view personalized recommendations, then the list excludes items costing more points than available and orders remaining items by descending relevance score.
Real-Time Adaptation to User Interactions
Given a user clicking on recommended items, when the user interacts with at least 3 different recommended items in a session, then the algorithm recalculates and updates the recommendations in under 2 seconds to reflect the user's recent interactions.
Team Preference Influence
Given a user whose team has flagged top reward categories, when they view recommendations, then at least 2 of the top 5 items align with the team's preferred categories and are highlighted accordingly.
Redemption and Purchase Notifications
"As an employee, I want to receive confirmation notifications for my reward redemptions so that I stay informed about the status and delivery of my perks."
Description

Build a notification system that alerts users and managers when redemption requests are submitted, approved, or completed. Support in-app notifications, email updates, and optional Slack integrations. Notifications should include key details like reward name, point amount, status, and expected delivery or fulfillment timeline.

Acceptance Criteria
Redemption Submission Notification
Given a user submits a redemption request, When the request is successfully recorded, Then an in-app notification is immediately displayed to the user containing the reward name, point amount, status 'Submitted', and expected fulfillment timeline.
Approval Notification Delivery
Given a pending redemption request, When a manager approves the request, Then both the user and manager receive in-app notifications showing the reward name, point amount, status 'Approved', and updated delivery timeline.
Completion Notification Delivery
Given an approved redemption request has been fulfilled, When fulfillment is confirmed in the system, Then an in-app notification is sent to the user with the reward name, point amount, status 'Completed', and actual delivery or fulfillment date.
Email Notification for Redemption Events
Given any redemption event (Submitted, Approved, Completed), When the event occurs and email notifications are enabled for the user, Then an email is sent containing the reward name, point amount, updated status, and expected or actual delivery timeline.
Slack Notification for Redemption Events
Given any redemption event and Slack integration is enabled, When the event occurs, Then a message is posted to the configured Slack channel including the user’s name, reward name, point amount, current status, and a link to view redemption details.

Kudos Pulse Insights

Offer analytics dashboards that surface trends in recognition patterns, sentiment tags, and participation levels. Kudos Pulse Insights helps managers understand the impact of their recognition programs, adjust strategies, and ensure every team member feels seen and appreciated.

Requirements

Risk Radar

Continuously calculates a personalized burnout risk score by combining pulse survey dips with activity metrics, giving managers an at-a-glance indicator of who needs attention before warning signs escalate.

Requirements

Real-time Data Ingestion
"As a manager, I want live data collection so that I have up-to-date inputs feeding into the Risk Radar engine for accurate and timely risk scoring."
Description

Continuously ingest pulse survey responses and activity metrics from multiple sources, normalize and aggregate the data in real time to ensure up-to-the-minute inputs for accurate burnout risk analysis without manual intervention.

Acceptance Criteria
Pulse Survey Response Stream
Given a user submits a pulse survey response from Source A, when the response is received by the ingestion pipeline, then it is stored in the raw data store within 5 seconds.
Activity Metric Synchronization
When activity metrics are published by third-party tools, the system ingests and timestamps each metric within 30 seconds of its generation.
Data Normalization and Aggregation
Given raw survey and activity data, when ingestion completes, then data is normalized to the internal schema and aggregated per user profile within 10 seconds.
Real-time Dashboard Update
When normalized and aggregated data is available, then the UI dashboard reflects updated burnout risk scores for all users within 1 minute.
Error and Retry Handling
If ingestion of a data batch fails, then the system retries up to three times with exponential backoff, logs the error, and isolates invalid records without interrupting the main ingestion flow.
Burnout Risk Calculation Engine
"As a system, I want to continuously calculate and update each team member’s risk score so that managers receive proactive insights before warning signs escalate."
Description

Develop a scalable algorithm that combines normalized pulse survey dips, activity metrics, and historical trends to compute personalized burnout risk scores, adhering to performance SLAs and ensuring statistical validity.

Acceptance Criteria
Pulse Survey Dip Normalization Scenario
Given a user’s raw pulse survey scores over the past 30 days including dips, When the engine processes these scores, Then the dips are normalized on a 0–1 scale and correctly weighted in the burnout risk calculation.
Activity Metrics Weighting Scenario
Given a user’s daily activity metrics (e.g., login frequency, message count, code commits), When these metrics are input, Then each metric is normalized, weighted as per configuration, and incorporated into the risk score calculation.
Historical Trend Incorporation Scenario
Given a user’s historical trend data over the past 6 months, When the algorithm analyzes trends, Then it identifies upward or downward patterns and adjusts the current risk score by no more than ±15% based on historical variance.
Score Range and Validity Scenario
When the engine computes a risk score, Then the output must be a single numerical value between 0 and 100, inclusive, and no null or NaN values are returned for any valid user input.
Performance SLA Under Load Scenario
Given a concurrent load of 10,000 risk score requests per minute, When the engine processes requests, Then 99% of responses are returned within 200ms and no requests time out.
Statistical Validity Calibration Scenario
Given a sample of 1,000 test users with known burnout outcomes, When the engine calculates risk scores, Then the correlation coefficient between predicted scores and actual outcomes is at least 0.75, ensuring statistical validity.
Personalized Risk Dashboard
"As a manager, I want a consolidated dashboard of risk scores so that I can effortlessly spot leading indicators of burnout and investigate root causes."
Description

Design a dashboard view showing individual and team-wide risk scores with color-coded indicators, drill-down capabilities for underlying metrics, and historical trend graphs to help managers quickly identify at-risk team members and understand the contributing factors.

Acceptance Criteria
Initial Dashboard Display
Given a manager navigates to the Personalized Risk Dashboard, when the dashboard loads, then it displays an aggregated team risk score and individual risk scores for all team members within 2 seconds.
Color-Coded Indicator Accuracy
Given risk scores are calculated, when displayed on the dashboard, then each score is color-coded according to defined thresholds (green for low risk, yellow for moderate risk, red for high risk) and matches the underlying risk value.
Drill-Down to Member Details
Given an individual risk score is displayed, when the manager clicks on a member’s risk indicator, then a detailed view opens showing contributing metrics (pulse survey dips, activity metrics) for that member.
Historical Trend Graph Rendering
Given the dashboard is accessed, when the manager views the historical trends section, then a line graph displays the risk score for selected periods (last week, last month) with accurate date labels and data points.
Filtering Risk Scores by Subgroup
Given the team has multiple subgroups, when the manager selects a subgroup filter, then the dashboard updates to show only risk scores and trends for members in that subgroup.
Proactive Alert Notification System
"As a manager, I want to receive immediate alerts when risk levels rise beyond safe thresholds so that I can proactively address potential burnout before it worsens."
Description

Implement configurable notification rules that trigger alerts via email and Slack when individual or team risk scores cross defined thresholds, including escalation workflows for varying risk levels to ensure timely manager interventions.

Acceptance Criteria
Threshold Breach Email Notification
Given a manager has configured an email alert for individual risk scores above a specified threshold, When an individual’s risk score exceeds that threshold, Then an email containing the individual’s name, current risk score, timestamp, and a link to the detailed risk dashboard is sent to the manager’s email address within 60 seconds.
Threshold Breach Slack Notification
Given a manager has enabled Slack notifications for team risk alerts, When any team member’s risk score crosses the configured threshold, Then a formatted Slack message including member details, risk score, and timestamp is posted to the designated Slack channel within 60 seconds.
Multi-level Escalation Workflow Initiation
Given an individual’s risk score enters the high-risk zone defined by the manager, When the initial alert is not acknowledged within 15 minutes, Then a secondary alert is automatically sent to the next-level manager via both email and Slack, including escalation notes and links to acknowledge the alert.
Notification Rule Configuration Interface
Given the manager accesses the alert configuration UI, When the manager creates, edits, or deletes a notification rule with valid threshold values and channels, Then the system saves the rule, displays a success confirmation message, and lists the updated rules without errors.
Acknowledgement Tracking and Reminder Notifications
Given a manager has received an alert, When the manager acknowledges the alert via email link or Slack action button, Then the system records the acknowledgement and suppresses further reminders; If no acknowledgement is recorded within the configured retry interval (e.g., 30 minutes), Then the system sends a reminder notification via all configured channels.
Data Privacy and Security Compliance
"As an organization administrator, I want data handling to adhere to privacy regulations so that our users’ personal information remains secure and compliant with legal standards."
Description

Ensure all collected pulse and activity data is processed and stored in compliance with GDPR and other relevant regulations, with role-based access control, encryption at rest and in transit, and audit logging to maintain data integrity and confidentiality.

Acceptance Criteria
Role-Based Access Control Enforcement
Given a user with 'Manager' role accesses pulse data for their team, When the request is made, Then access is granted within 2 seconds; Given a user with 'Employee' role attempts to access another user's data, When the request is made, Then access is denied with HTTP 403 status and error message 'Unauthorized access'; Given an unauthenticated request is sent to any data endpoint, When the request is received, Then a 401 Unauthorized response is returned
Data Encryption in Transit
Given a client initiates an API request over HTTPS, When the SSL/TLS handshake occurs, Then TLS 1.2 or higher is negotiated; Given network traffic is captured, When inspecting packet contents, Then no plaintext pulse or activity data is visible
Data Encryption at Rest
Given data is written to the database, When storage completes, Then data is encrypted using AES-256; Given a malicious or unauthorized database query, When executed, Then only encrypted ciphertext is returned without decryption keys
GDPR Data Handling
Given a user submits a data export request via UI, When processed within 72 hours, Then a complete data export file is provided; Given a user submits a data deletion request, When verified, Then all personal data is purged from active storage within 30 days and anonymized in backups
Audit Logging and Traceability
Given any read or write operation on pulse or activity data, When executed, Then an audit log entry is created with timestamp, user ID, action type, and data reference; Given an administrator queries audit logs via the console, When specifying date range, Then logs are returned sorted by timestamp within 5 seconds

Stress Signal

Analyzes underlying factors driving an individual’s risk score—such as workload spikes, after-hours activity, or low engagement—and surfaces the top three contributors so managers can target interventions effectively.

Requirements

Factor Analysis Engine
"As a remote team manager, I want the system to automatically identify the top three root factors driving an employee’s elevated stress risk so that I can quickly understand and address the underlying causes."
Description

Develop a core engine that ingests individual user activity data—such as timestamped workloads, login patterns, message interactions, and survey responses—to analyze and calculate the top three stress contributors. The engine must apply weighted algorithms, factor normalization, and real-time processing to deliver accurate, up-to-date insights. It should seamlessly integrate with existing data pipelines in PulseSync, ensuring minimal latency and high reliability. The output must include both quantitative scores and qualitative context for each factor, enabling managers to understand not just what the top contributors are, but why they matter.

Acceptance Criteria
Raw Data Ingestion Verification
Given varied user activity data streams when ingested by the Factor Analysis Engine then the engine must successfully parse and store timestamped workloads, login patterns, message interactions, and survey responses with 100% field accuracy.
Stress Factor Weighting Accuracy
Given historical test data with known factor contributions when processed through the engine then the calculated top three stress contributors must match expected weighted scores within a 5% margin of error.
Real-Time Processing Latency Compliance
Given continuous user activity inputs when processed then the engine must deliver updated top three stress contributors within 2 seconds of data arrival 95% of the time under normal load.
Seamless Data Pipeline Integration
Given existing PulseSync data pipelines when the engine ingests and emits data then no data loss or duplication occurs and end-to-end data flow completes without manual intervention.
Qualitative Context Clarity
Given calculated quantitative scores for each stress contributor when outputting results then the engine must include a descriptive context statement explaining why each factor impacts the user's stress score in under 50 words each.
Contributor Ranking Service
"As a product architect, I want a dedicated service that ranks stress factors in real time so that the front-end can reliably display the most critical contributors without performance bottlenecks."
Description

Implement a microservice responsible for ranking and ordering individual stress factors based on their calculated impact scores. This service will receive factor inputs from the Factor Analysis Engine, sort them by priority, and expose a secure API endpoint for retrieving the top three contributors per user. It must handle concurrent requests with low response times and include robust error handling and logging. The service will be containerized and deployed within PulseSync’s existing Kubernetes cluster for scalability.

Acceptance Criteria
Retrieve Top Three Stress Factors
Given the Factor Analysis Engine sends a list of stress factors with impact scores for a user, When a GET request is made to the microservice’s /top-contributors endpoint with a valid user ID, Then the response returns the top three factors sorted in descending order of impact scores within 200ms.
Handle Concurrent Requests
Given multiple clients send simultaneous requests for top contributors for different users, When the microservice handles 100 concurrent requests, Then all responses are returned within 300ms with correct, non-overlapping data and no failures.
Invalid Payload Error Response
Given a POST request is sent with a malformed or missing factors payload, When the microservice receives this request, Then it returns a 400 Bad Request status with a clear error message indicating the payload validation failure.
Secure Endpoint Access
Given an API request is sent without a valid authentication token, When the request reaches the microservice, Then it returns a 401 Unauthorized response and logs the unauthorized access attempt.
Container Health Check on Deployment
Given the microservice container is deployed to the Kubernetes cluster, When the liveness and readiness probes are executed, Then both probes return a healthy status and the service is marked ready within 30 seconds of deployment.
Insight Visualization Module
"As a team lead, I want a visual panel that shows the top three stressors per employee with explanations so that I can quickly interpret the data and decide on targeted interventions."
Description

Design and build a dashboard widget that presents the top three stress contributors for each team member in a clear, visual format. This module should include labeled bars or icons, contextual tooltips explaining each factor, and links to deeper trend analysis. It must adhere to PulseSync’s UI guidelines, support responsive layouts, and allow managers to hover or click for expanded detail. Accessibility standards (WCAG 2.1) should be met to ensure usability for all users.

Acceptance Criteria
Highlighting Top Stress Contributors on Dashboard
Given a manager views an individual’s Insight Visualization widget, When the module loads, Then the top three stress contributors appear as labeled bars in descending order of impact with corresponding percentage values
Contextual Tooltips for Contributor Factors
Given a manager hovers or focuses on any contributor bar or icon, When the hover or focus event occurs, Then a tooltip displays the factor name, a brief description, and the date range used for analysis
Linking to Deeper Trend Analysis
Given a manager clicks on a contributor bar or icon, When the click event is detected, Then the system opens the detailed trend analysis view for that factor without page reload
Responsive Layout Adaptation
Given the dashboard is accessed on desktop, tablet, or mobile, When the viewport size changes, Then the widget rearranges elements to maintain readability, interaction area, and adherence to responsive design breakpoints
WCAG 2.1 Accessibility Compliance
Given accessibility tools and keyboard navigation are used, When interacting with the Insight Visualization module, Then all elements have appropriate ARIA labels, meet contrast ratio of at least 4.5:1, and support full keyboard operation
Alert Configuration Interface
"As a manager, I want to configure alerts for when specific stress contributors exceed my custom thresholds so that I receive timely notifications aligned with my team’s context."
Description

Create a user interface within the PulseSync settings allowing managers to define custom thresholds or conditions for when new top-three contributors should trigger notifications. Features include dropdown selectors for factors, slider controls for threshold values, and options for notification channels (email, in-app, or Slack). The interface must validate inputs, provide real-time previews, and store configurations in a secure, version-controlled settings database.

Acceptance Criteria
Custom Threshold Setup
Given a manager opens the Alert Configuration Interface, when they select a factor from the dropdown and adjust the threshold slider to a valid value, then the interface enables the Save button and displays the selected value in the real-time preview.
Threshold Input Validation
Given a manager inputs a threshold value outside the allowed range, when they attempt to save, then an inline validation error message is shown and the Save button remains disabled.
Notification Channel Selection
Given a manager chooses one or more notification channels (email, in-app, Slack), when they save the configuration, then alerts are routed only to the selected channels when the condition is met.
Real-Time Preview Update
Given live or sample team metrics, when a manager modifies the factor or threshold selection, then the real-time preview updates immediately to reflect whether an alert would trigger under current conditions.
Secure Version-Controlled Saving
Given a manager saves a new alert configuration, when the save is confirmed, then the configuration is securely stored in the version-controlled settings database with a timestamp and version ID, and the interface displays the saved version.
Intervention Recommendation Engine
"As a remote team manager, I want targeted suggestions for interventions based on the leading stress factors so that I can take effective actions to support my team."
Description

Build a recommendation engine that suggests potential interventions—such as workload redistribution, focus breaks, or team huddles—based on the identified top stress contributors. This engine will map each factor to a set of proven action items, rank them by relevance, and deliver personalized recommendations to managers. It should leverage a rules-based system initially, with an extensible architecture for future AI-driven optimization.

Acceptance Criteria
Manager Views Intervention Suggestions After Stress Drivers Identified
Given a manager views an employee’s top three stress contributors, when the recommendation engine runs, then at least three relevant interventions are displayed with descriptions and links to action templates.
Automated Mapping of Stress Drivers to Actions
Given predefined mapping rules, when a stress driver like ‘workload spike’ is detected, then the engine returns the corresponding intervention items (e.g., workload redistribution) within 2 seconds.
Personalized Recommendation Ranking
Given multiple possible interventions for a stress contributor, when recommendations are generated, then they are ordered by relevance score ensuring the top suggestion has the highest match to the driver context.
Rule-Based System Extensibility Check
Given new intervention rules are added to the system configuration, when the engine processes stress drivers, then it includes new interventions without any code change or deployment.
Intervention Delivery Mechanism Validation
Given recommendations are generated, when the manager views the dashboard notification, then a summary card with intervention titles and action buttons is displayed and clicking an action button opens the detailed intervention guide.

Break Beacon

Automatically suggests optimal micro-break times and restorative activities based on each team member’s working patterns, promoting healthy rest cycles and reducing cognitive fatigue.

Requirements

Work Pattern Analysis
"As a remote team member, I want the system to learn my unique work rhythms so that my breaks are suggested when I truly need them and not arbitrarily."
Description

Collect and analyze each team member’s working patterns—active hours, task durations, and historical break intervals—to build a behavioral baseline. This module ingests activity logs and time-tracking data to identify optimal windows for micro-break suggestions, ensuring personalization based on real usage. It seamlessly integrates with PulseSync’s existing dashboard and data pipelines, enabling dynamic, data-driven rest cycle planning.

Acceptance Criteria
Data Ingestion from Activity Logs
Given valid activity logs and time-tracking data are available for a team member When the Work Pattern Analysis module runs ingestion Then the data is successfully imported into the system database within 5 minutes and any ingestion errors are logged
Behavioral Baseline Generation
Given at least 7 days of continuous activity and break data for a team member When the baseline generation process executes Then a behavioral profile is created capturing typical active hours, average task durations, and break intervals with calculated variance measures
Optimal Micro-Break Window Identification
Given a behavioral baseline exists When the micro-break suggestion algorithm processes current activity data Then it identifies at least three potential break windows aligned with the member's patterns and ranks them by predicted restorative effectiveness
Integration with PulseSync Dashboard
Given identified micro-break windows for team members When viewing the PulseSync dashboard Then the Break Beacon module displays suggested break times with start and end times and confidence scores in the team member's timeline view
Error Handling for Missing Data
Given incomplete or missing activity logs for a team member When the ingestion process encounters data gaps Then the system flags the member's profile for manual review and suspends break suggestions until sufficient data is available
Performance under Load
Given activity logs for 1000 team members When the ingestion and analysis processes run concurrently Then the system completes data ingestion and baseline generation within 20 minutes without timeouts or resource errors
Micro-break Recommendation Engine
"As a team member, I want the system to recommend precise break times and activities so that I can quickly rejuvenate without interrupting my workflow."
Description

Leverage AI-driven algorithms to generate personalized micro-break timings and restorative activity suggestions. This engine processes the behavioral baseline, real-time workload metrics, and cognitive fatigue indicators to determine when and what break is most effective. It ensures that suggestions adapt as work intensity fluctuates, reducing cognitive load and boosting sustained productivity.

Acceptance Criteria
Personalized Break Timing Suggestion
Given a team member's working pattern baseline and real-time metrics, when the system detects sustained high cognitive load for 25 minutes, then it generates a micro-break suggestion within 1 minute that aligns with the member's preferences.
Adaptive Activity Recommendation Adjustment
Given a team member selects a restorative activity suggestion, when the system records feedback that the activity was effective, then future suggestions prioritize similar activities; if feedback is negative, the system deprioritizes that activity type.
Real-time Workload Monitoring Trigger
Given fluctuating workload metrics, when CPU usage and task queue length exceed configured thresholds, then the engine initiates a break recommendation within 30 seconds and logs the trigger event.
User Override and Feedback Handling
Given a suggested micro-break time, when the team member defers or dismisses the suggestion, then the system reschedules the next suggestion based on current workload and logs the override action for analysis.
Fatigue Indicator Integration
Given cognitive fatigue indicators like typing speed slowdown or error rate increase, when the system identifies a 15% degradation from baseline, then it recommends a restorative activity and marks the indicator in the dashboard within 1 minute.
Break Notification System
"As a user, I want gentle reminders to take my micro-breaks without disrupting important meetings so that I can maintain my focus and well-being."
Description

Implement a notification framework that delivers timely, non-intrusive alerts for scheduled micro-breaks. Notifications appear in-app and via desktop/mobile push, with configurable reminder intervals and snooze options. The system respects user-defined do-not-disturb windows and integrates with calendar tools to avoid conflicts, ensuring breaks are prompted at convenient moments.

Acceptance Criteria
Standard Micro-break Alert
Given a user has a micro-break scheduled in their work settings, When the scheduled time is reached, Then the system displays an in-app notification and sends a desktop/mobile push notification within 5 seconds.
Snooze Break Notification
Given a micro-break notification is displayed, When the user selects the snooze option with the default snooze duration of 5 minutes, Then the system postpones the notification and reissues it exactly after 5 minutes.
Configurable Reminder Interval
Given a user has set a reminder interval of N minutes before a micro-break, When there are N minutes remaining until the break, Then the system sends a reminder notification via the user’s chosen channels.
Within Do-not-disturb Window
Given the user-defined do-not-disturb window is active, When a micro-break or reminder notification is due, Then the system suppresses the notification and queues it to appear immediately after the do-not-disturb window ends.
Calendar Conflict Avoidance
Given the user's calendar shows a conflicting event at the scheduled micro-break time, When the break notification is due, Then the system automatically reschedules the micro-break to the next available 15-minute slot and notifies the user of the change.
User Preference Configuration
"As a user, I want to set my preferred break intervals and blackout times so that suggestions fit my personal schedule and working style."
Description

Provide a settings interface for users to customize break frequency, preferred break durations, activity types, and blackout periods. Preferences are stored per user and inform both the analysis module and recommendation engine. This configuration ensures that suggestions align with individual lifestyles and work commitments, increasing acceptance and adherence.

Acceptance Criteria
Customizing Break Frequency
Given the user is on the User Preference Configuration page, when they enter a new break frequency value and click Save, then the system stores the updated frequency and applies it to future break suggestions within 2 seconds.
Setting Preferred Break Durations
Given the user selects a preferred break duration from the dropdown and saves their settings, when the recommendation engine generates a break suggestion, then the suggested break duration matches the user’s configured preference.
Selecting Activity Types
Given the user chooses specific restorative activity types and saves their preferences, when break suggestions are displayed, then only saved activity types are offered in the recommendation list.
Defining Blackout Periods
Given the user defines blackout start and end times and saves settings, when a break suggestion falls within the blackout period, then the system suppresses the suggestion and reschedules it outside the blackout window.
Persisting Preferences Across Sessions
Given the user logs in on a different device or browser, when they navigate to the User Preference Configuration page, then all previously saved preferences are loaded and displayed correctly within 3 seconds.
Restorative Activity Library
"As a team member, I want access to a variety of simple, guided break activities so that I can choose what best refreshes me in the moment."
Description

Curate a repository of quick restorative exercises—stretch routines, mindfulness prompts, hydration reminders, and eye-relief suggestions. Each activity includes duration, instructions, and optional multimedia content. The library is extensible, allowing administrative updates and user-contributed activities, ensuring a diverse range of restorative options.

Acceptance Criteria
Manager Accesses Restorative Activity Library
Given a logged-in manager navigates to the Restorative Activity Library page, when the page loads within 3 seconds, then at least 10 activities are displayed, each showing title, duration, and instructions.
Administrator Adds a New Activity
Given an administrator is on the Library Management interface, when they submit a new activity with valid title, duration, instructions, and optional multimedia attachment, then the activity appears in the library search results within 2 seconds.
User Submits a New Activity Contribution
Given a user accesses the contribution form, when they submit an activity with required fields filled, then the submission is saved with status "Pending Review" and an administrator notification is triggered.
Activity Includes Multimedia and Metadata
Given an activity entry includes multimedia content, when the media file is uploaded, then a thumbnail is generated and the media plays correctly in supported formats (MP4, MP3, PNG) on both desktop and mobile.
Break Beacon Suggests Library Activities
Given a team member’s usage patterns indicate a need for a micro-break, when Break Beacon triggers a suggestion, then it displays at least three activities from the library matching the member’s duration preference and recent activity type.
Feedback and Adaptation Loop
"As a user, I want to tell the system if a break helped me so that future suggestions become more relevant and effective."
Description

Enable users to rate the effectiveness of each suggested break and provide qualitative feedback. This data feeds back into the recommendation engine to refine timing, activity types, and frequency. The loop continuously improves personalization accuracy and helps the system learn individual responses to different break strategies.

Acceptance Criteria
User submits feedback post-break
Given a user completes a suggested micro-break, When the user rates the break and submits qualitative feedback, Then the system records the rating and feedback linked to the specific break instance within 5 seconds.
System updates recommendations with feedback
When the system receives new feedback data, Then it updates the user’s preference profile in the recommendation engine within 1 minute and adjusts the timing, activity type, or frequency of future break suggestions accordingly.
Improved suggestions based on historical feedback
Given a user has provided at least five feedback entries, When generating the next three break suggestions, Then at least 80% of the suggestions align with the user’s top two highest-rated activities and preferred intervals.
Handling invalid or missing feedback
When a user submits a feedback form with an empty comment or a rating outside the 1-5 scale, Then the system prompts the user to enter valid feedback and does not store the invalid entry.
Admin views aggregated feedback trends
Given feedback data has been collected for at least 30 days, When an admin accesses the feedback dashboard, Then the dashboard displays average ratings, the top three common feedback themes, and a trend graph showing changes in user satisfaction over time.
Break Insights Dashboard
"As a manager, I want to see how my team’s break habits relate to their engagement levels so that I can proactively support well-being."
Description

Add a dedicated dashboard section displaying users’ break adherence metrics, average response times, and correlations between break patterns and self-reported productivity or mood. Managers can view aggregated team data to identify engagement trends and burnout risks. The insights inform coaching conversations and wider organizational well-being initiatives.

Acceptance Criteria
Viewing Personal Break Adherence Metrics
Given a user navigates to the Break Insights Dashboard, when the dashboard loads, then the user sees their break adherence percentage for the selected period, and the daily average number of breaks matching within ±5% of the system-calculated values.
Analyzing Response Times to Break Prompts
Given a user has received break prompts, when they view the response time section, then the dashboard displays the average response time in minutes and seconds, accurate to within ±1 second for each prompt over the past week.
Correlating Break Patterns with Self-Reported Productivity
Given a user has self-reported productivity scores and break pattern data, when the correlation chart is generated, then the dashboard shows a Pearson correlation coefficient, and hovering over data points displays date, break count, and productivity score.
Aggregating Team Break Data for Managers
Given a manager selects a team and date range, when the Break Insights Dashboard loads, then the manager sees aggregated break adherence metrics, average response times, and correlation summaries for the entire team, each accurate to within ±2% of individual data.
Identifying Burnout Risk Trends
Given aggregated team data over at least seven days, when the dashboard analyzes trends, then any drop in break adherence greater than 15% or in productivity scores by more than one standard deviation is flagged with a visual alert.

Load Balancer

Delivers data-driven recommendations to reassign or redistribute tasks across the team when someone shows elevated risk, balancing workloads to prevent overload and maintain overall productivity.

Requirements

Real-Time Workload Monitoring
"As a remote team manager, I want to see real-time workload metrics for each team member so that I can identify imbalances and address them before they cause burnout or delays."
Description

Continuously tracks each team member’s active tasks, estimated effort, and deadlines, aggregating data to present up-to-date workload visualizations that identify over- and under-utilization across the team, enabling proactive balancing decisions.

Acceptance Criteria
Live Workload Dashboard Update
Given a team member's task status changes When the change is received by the system Then the dashboard reflects the new active task count and estimated effort within 5 seconds
Overload Threshold Alert
Given a team member's aggregated task effort exceeds 120% of average When the threshold is reached Then an alert is generated and visible on the dashboard for the manager
Under-Utilization Indicator
Given a team member has active tasks totaling less than 20% of average team effort When real-time data is processed Then the system highlights the under-utilized team member in yellow
Task Reassignment Recommendation
Given a team member is flagged as overloaded When the manager clicks 'Balance Workload' Then the system generates data-driven task reassignment suggestions within 3 seconds
Data Refresh Error Handling
Given a data fetch failure occurs When the system cannot retrieve real-time updates Then an error message is displayed to the manager and retries automatically every 10 seconds
Risk Detection and Alerting
"As a remote team manager, I want to receive alerts when a team member shows signs of being overloaded or at risk so that I can intervene early and reassign tasks to prevent burnout."
Description

Analyzes AI-powered pulse survey responses, performance metrics, and workload data to detect elevated risk indicators such as stress, missed deadlines, or excessive workload, triggering configurable alerts and notifications to managers when thresholds are exceeded.

Acceptance Criteria
Elevated Stress Indicator Detected
Given a team member submits a pulse survey with a stress score below 3 and performance metrics show a 15% increase in error rate in the past week When the system processes the data Then it flags the team member as 'High Stress Risk' and triggers an alert to the manager within 5 minutes
Missed Deadline Risk Identified
Given a task assigned to a team member is overdue by more than 48 hours and the member’s workload exceeds 80% When workload and deadline data are analyzed Then the system identifies a 'Missed Deadline Risk' and notifies the manager
Workload Imbalance Redistribution Recommendation
Given a team member is flagged at high risk and other members have workload capacity below 60% When the Load Balancer feature is executed Then the system generates at least one task redistribution recommendation with detailed reassignment suggestions
Custom Alert Threshold Activation
Given a manager configures custom risk thresholds for stress score and overdue tasks When survey responses or task metrics meet or exceed these custom thresholds Then alerts are generated based on the updated settings instead of default thresholds
Real-Time Alert Delivery Confirmation
Given an alert is generated by the Risk Detection module When the alert is sent to the manager Then both an in-app dashboard notification and an email notification are delivered within 10 seconds and logged in the alert history
Intelligent Task Redistribution Algorithm
"As a remote team manager, I want AI-driven suggestions for redistributing tasks based on team capacity and skills so that workload is balanced and project progress remains smooth."
Description

Employs AI-driven optimization algorithms to recommend optimal reassignments of tasks by considering team members’ current workload, skill sets, availability, and task priorities, ensuring balanced distribution and minimal disruption to project timelines.

Acceptance Criteria
Identify Imbalance in Team Workload
Given a live snapshot of team workloads When any member’s total assigned story points exceed 120% of their weekly capacity Then the system flags an imbalance and lists all affected members
Generate Redistribution Recommendations
Given an identified workload imbalance When the redistribution algorithm executes Then the system returns a ranked list of up to five alternative assignees for each overloaded task, each accompanied by a confidence score
Prioritize Task Skills Alignment
Given tasks requiring specific skills When generating reassignment suggestions Then only consider team members whose skill profiles match 80% or more of the task requirements and who have completed at least two similar tasks in the last quarter
Validate Redistribution Impact on Timelines
Given a proposed reassignment plan When evaluating project schedules Then ensure no milestone’s expected completion date is extended by more than 10% of its original estimate, otherwise adjust recommendations or flag for manager review
Incorporate Availability Constraints
Given team members’ real-time availability data When creating redistribution proposals Then exclude members unavailable during the task’s projected timeframe and if no suitable candidates are found, raise an exception for manual intervention
Recommendation Visualization Dashboard
"As a remote team manager, I want a clear visualization of redistribution recommendations and their projected outcomes so that I can confidently make decisions about reallocating tasks."
Description

Presents data-driven task redistribution recommendations in a dedicated dashboard with visual indicators of potential impact, alternative scenarios, and one-click actions, allowing managers to review, modify, and approve task reassignments efficiently.

Acceptance Criteria
Viewing Task Redistribution Recommendations
Given the manager has access to the Recommendation Visualization Dashboard When the system generates redistribution recommendations After AI analysis Then the dashboard displays a list of recommended task reassignments showing original assignee, suggested assignee, and expected impact metrics
Filtering and Sorting Recommendations
Given multiple recommendations exist When the manager applies filters (e.g., team member, risk level) or sorts by impact Then the dashboard updates to show only matching recommendations in the chosen order within 2 seconds
Customizing Task Assignments
Given a displayed recommendation When the manager modifies an assignment by dragging a task to a different team member Then the dashboard recalculates and updates the projected workload and impact in real time, ensuring no assignee exceeds 100% capacity
One-Click Approval of Recommendations
Given one or more recommendations are satisfactory When the manager clicks the 'Approve All' button Then all selected tasks are reassigned in the system, a confirmation modal appears, and the task assignments update in the backend within 3 seconds
Inspecting Potential Impact Indicators
Given the dashboard shows impact indicators When the manager hovers over an impact icon Then a tooltip displays detailed metrics (e.g., projected hours saved, risk reduction percentage) within 1 second
Task Management Integration
"As a remote team manager, I want the load balancing recommendations to integrate directly with our existing task management tools so that task reassignments are automatically updated without manual effort."
Description

Connects with popular project management tools (e.g., Jira, Trello, Asana) through secure APIs to automatically fetch tasks, update assignments, and synchronize workload changes in real time, ensuring consistency across systems.

Acceptance Criteria
Initial Connection Setup
Given valid API credentials for a supported project management tool registered in PulseSync When the manager enables Task Management Integration for the first time Then PulseSync establishes a secure connection within 60 seconds and displays the status as "Connected"
Real-Time Task Fetching
Given new tasks created in a linked Trello board When the board is updated Then all new tasks appear in the Load Balancer dashboard within 30 seconds with correct title, assignee, and due date
Automatic Assignment Update
Given a task reassigned through the Load Balancer interface When the manager confirms the reassignment Then the updated assignee propagates to the corresponding task in Asana within 30 seconds and matches PulseSync metadata
Synchronization Error Handling
Given an intermittent network timeout occurs during synchronization When an API call fails Then PulseSync logs the error, retries the call up to 3 times with exponential backoff, and surfaces a user notification if all retries fail
Security and Authorization Validation
Given an expired or invalid API token When PulseSync makes an authenticated request Then the system detects the authorization error, refreshes the token automatically, and retries the request successfully without user intervention

Recovery Roadmap

Generates a tailored, step-by-step well-being plan for at-risk individuals, including personalized coaching tips, resource links, and check-in milestones to guide them back to sustainable engagement.

Requirements

Personalized Assessment Module
"As a remote team manager, I want an automated initial well-being assessment for each team member so that I can quickly identify who needs tailored support and begin a targeted recovery plan."
Description

Collects individual pulse survey responses, analyzes well-being indicators, and generates a tailored initial assessment that highlights the user’s risk level, underlying stress factors, and recovery readiness. Integrates seamlessly with PulseSync’s dashboard to flag at-risk individuals and establish a personalized baseline for the Recovery Roadmap.

Acceptance Criteria
Initial Assessment Generation upon Survey Completion
Given a user submits their pulse survey responses successfully When the system processes the responses Then an initial assessment is generated within 5 seconds containing the user's risk level, top three underlying stress factors, and recovery readiness score.
Risk Level Flagging on Dashboard
Given an assessment with a risk level of "High" is generated When the assessment is saved Then the user's avatar on the manager's dashboard is flagged with a red warning icon and the risk level shown "High".
Baseline Creation for Recovery Roadmap
Given the initial assessment is generated When the system integrates assessment data into the Recovery Roadmap module Then a personalized baseline is created and accessible on the roadmap with data points for risk level, stress factors, and readiness score.
Stress Factor Analysis Accuracy
Given the pulse survey responses include multiple stress-related indicators When the assessment algorithm runs Then the analysis correctly identifies and labels each stress factor with at least 90% accuracy verified against test data.
Recovery Readiness Score Computation
Given the user’s survey responses are complete When the system computes the recovery readiness score Then the score is calculated using the defined formula and validated against benchmark data within a 5% tolerance.
Milestone Tracking Dashboard
"As a team manager, I want a dashboard that shows each user’s progress through their well-being plan so that I can monitor improvements, identify delays, and offer support when milestones are missed."
Description

Provides a visual timeline of check-in milestones, progress bars, and completion indicators for each step of the Recovery Roadmap. Enables both managers and users to monitor adherence to the plan, view upcoming tasks, and assess progress over time. Integrates with PulseSync’s main dashboard for unified team and individual views.

Acceptance Criteria
Viewing Milestone Timeline
Given a manager navigates to the Milestone Tracking Dashboard When the Recovery Roadmap for a user is loaded Then the timeline displays all check-in milestones in chronological order with progress bars for each milestone
Monitoring Milestone Completion Indicators
Given a user completes a check-in milestone When the dashboard refreshes Then the completion indicator for that milestone is marked as complete and the overall progress bar updates to reflect the change
Displaying Upcoming Tasks
Given a user has pending milestones When the manager or user views the Milestone Tracking Dashboard Then upcoming tasks are highlighted and displayed at the top of the timeline with due dates
Integration with Main Dashboard
Given the main PulseSync dashboard is accessed When the Milestone Tracking Dashboard data is enabled Then individual and team milestone progress bars and completion indicators appear alongside other team metrics without data discrepancies
Responsive Visualization on Different Devices
Given the dashboard is accessed from desktop or mobile When the page loads Then all timeline elements, progress bars, and completion indicators render correctly and remain interactive across screen sizes
Coaching Tips Generator
"As a team member, I want the system to give me actionable coaching tips tailored to my needs so that I can follow clear steps to improve my well-being and sustain engagement."
Description

Automatically produces personalized coaching tips based on the user’s assessment results, work habits, and stress triggers. Tips are actionable, context-aware, and designed to guide users through each phase of their recovery, with suggestions for daily practices, mindset shifts, and team communication strategies.

Acceptance Criteria
Generating tips after initial assessment completion
Given a user has completed their well-being assessment, when the Coaching Tips Generator is executed, then the system produces at least five personalized coaching tips that reference the user’s top three stress triggers, work habits, and current recovery phase.
Context-aware tip adaptation based on work habits
Given a user’s recorded work schedule and habits, when generating coaching tips, then each tip includes context-aware suggestions that align with the user’s typical work hours and preferred communication style.
Resource link inclusion for each coaching tip
When a coaching tip is generated, then the system attaches at least one relevant resource link (e.g., article, video, tool) for each tip, and each link opens successfully in a new browser tab.
Check-in milestone scheduling suggestions
Given a user nearing a recovery milestone, when the system suggests next steps, then it generates at least three scheduled check-in milestones with dates and brief descriptions, and these milestones are saved to the user’s roadmap.
User feedback integration for tip refinement
Given a user provides feedback on a generated tip, when the system receives feedback, then it logs the feedback, adjusts the tip’s tone or content in the next generation cycle, and confirms the update to the user.
Notification & Reminders System
"As a team member, I want timely reminders before each check-in and task so that I stay on track with my recovery plan and don’t miss any important steps."
Description

Sends automated reminders and notifications for upcoming check-in milestones, upcoming tasks, and reflective exercises. Supports multiple channels including email, in-app alerts, and integrations with Slack or Microsoft Teams to ensure timely prompts and encourage adherence to the Recovery Roadmap.

Acceptance Criteria
Email Reminder for Upcoming Check-In Milestone
Given a user has a check-in milestone scheduled in 24 hours and email notifications enabled, when the system triggers reminders, then it sends an email to the user’s registered address containing milestone details and a direct link to the dashboard within 5 minutes of the trigger.
In-App Alert for Reflective Exercise Due
Given a user logs into the PulseSync app within 12 hours before a reflective exercise is due, when the home screen loads, then a non-dismissible banner notification appears showing the exercise prompt and 'Start Exercise' button, remaining visible until the user engages with it.
Slack Notification for Scheduled Task Reminder
Given a user has integrated their Slack account and a Recovery Roadmap task is due in 6 hours, when the reminder scheduler runs, then the system posts a direct message to the user’s designated Slack channel with the task name, due time, and a link to mark it complete, and the message appears within 5 minutes of scheduling.
Microsoft Teams Reminder for Upcoming Task Deadline
Given a user has connected Microsoft Teams to PulseSync and a task deadline is approaching in 3 hours, when the notification service executes, then a reminder card is sent to the user’s Teams chat containing task details, deadline, and a 'View Task' button, delivered within 5 minutes of execution.
Retry Mechanism for Failed Notifications
Given a notification attempt fails due to a transient delivery error, when the system detects the failure, then it retries delivery up to 3 times at 5-minute intervals, logs each delivery attempt outcome, and if all retries fail, escalates by sending an alert to the admin dashboard.
Resource Link Integration
"As a team member, I want direct access to relevant resources linked within my plan so that I can quickly find additional support materials when I need them."
Description

Embeds curated internal and external resources directly within the Recovery Roadmap, including articles, videos, support groups, and mental health hotlines. Each milestone suggests relevant resources to deepen user understanding and provide immediate support options.

Acceptance Criteria
User Views Resource Links at Milestone
Given a user views a milestone in the Recovery Roadmap When the "Resources" section is rendered Then at least three curated links are displayed each with title, description, and icon; Total load time for this section is under 2 seconds; Links match the milestone's topic tags
Admin Curates Resource Links
Given an admin user on the resource management interface When they add, edit, or remove a resource link Then changes are saved and immediately reflected in new Roadmaps; Validation ensures each link has a valid URL, title, and description; Admin receives a confirmation message
Resource Link Opens in New Tab
Given a user clicks on a resource link When clicked Then the link opens in a new browser tab; The URL matches the expected destination; The original Roadmap page remains open
Resource Link Accessibility Compliance
Given a user with assistive technology navigates to the resources When screen reader focus hits each link Then each link announces its title and purpose; All links have accessible name attributes and meet WCAG 2.1 AA contrast ratios
Resource Link Relevance Based on User Profile
Given a user with a defined profile When they view resources Then the top three links are relevant to their profile preferences; Relevance is validated against metadata tags; Irrelevant links are deprioritized or hidden

Check-In Catalyst

Automatically schedules targeted one-on-one check-ins with flagged team members, pre-populating agendas with risk insights and suggested discussion points to ensure conversations are focused and actionable.

Requirements

Automated One-on-One Scheduling
"As a manager, I want the system to automatically schedule one-on-one check-ins with team members flagged for low engagement so that I can proactively address potential issues without manual planning."
Description

Automatically schedule targeted one-on-one meetings with flagged team members by integrating with corporate calendar APIs, selecting optimal time slots based on availability and urgency, and creating calendar invites without manual intervention. This ensures timely, consistent check-ins that address engagement dips before they escalate.

Acceptance Criteria
Calendar API Integration
Given a flagged team member and valid calendar credentials, when the Automated One-on-One Scheduling triggers, then the system authenticates with the corporate calendar API and retrieves the member’s free/busy slots within 5 seconds.
Optimal Time Slot Selection
Given the retrieved availability data and urgency level, when the scheduling logic runs, then the system selects a time slot that falls within business hours and maximizes open time for both manager and team member and prioritizes slots within the next 48 hours.
Calendar Invite Generation
Given a selected time slot, when the meeting is created, then the system automatically generates a calendar invite with the correct meeting title, date, time, location or video conferencing link, and pre-populates the agenda section with AI-generated discussion points.
Automated Recurrence Scheduling
Given consecutive low-engagement signals for the same team member, when check-ins are scheduled, then the system automatically sets up a recurring weekly one-on-one meeting until engagement metrics improve above the threshold.
Conflict and Error Handling
Given a scheduling conflict or API error, when the system fails to book a slot, then an error alert is logged, an alternative slot is proposed within the next 24 hours, and the manager receives a notification to approve or reschedule manually.
AI-Powered Agenda Pre-Population
"As a manager, I want agendas to be automatically populated with AI-driven insights and suggested talking points so that my conversations are focused and I don’t overlook critical issues."
Description

Pre-populate meeting agendas with AI-driven risk insights drawn from recent pulse survey results, suggested discussion points tailored to individual engagement trends, and recommended action items. This feature delivers focused, data-backed conversation starters that save preparation time and drive impactful discussions.

Acceptance Criteria
AI-Driven Agenda Populated for High-Risk Team Member
Given a team member is flagged as high-risk based on the latest pulse survey When the manager schedules a one-on-one check-in Then the meeting agenda is pre-populated with: • Top three risk insights from the latest survey • Three suggested discussion points tailored to the member’s risk drivers • Two recommended action items targeting identified concerns
Agenda Updates After New Pulse Survey Submission
Given a team member completes a new pulse survey When the manager opens or refreshes the pre-populated agenda within five minutes Then the agenda content is updated to reflect the new survey insights, replacing any outdated risk insights, discussion points, and action items
Agenda Personalization Based on Engagement Trends
Given historical engagement data for a team member over at least three survey cycles When generating the AI-powered agenda Then suggested discussion points align with the member’s positive or negative engagement trends, highlighting areas of improvement or celebration
Action Item Recommendations Align with Identified Risks
Given specific risk areas (e.g., workload, recognition) surfacing from pulse survey analysis When the agenda is generated Then at least two recommended action items directly address each identified risk area, and each action item includes a measurable goal or next step
Agenda Preview, Export, and Edit Capability
Given a pre-populated agenda is generated When the manager previews the agenda Then all AI-driven insights, discussion points, and action items appear correctly When the manager exports the agenda as PDF or Word document Then the exported file matches the on-screen agenda content When the manager edits the agenda fields Then changes are saved and reflected back in the system without data loss
Conflict-Resilient Scheduling Workflow
"As a manager, I want the scheduling system to automatically detect and resolve calendar conflicts and propose alternate meeting times so that check-ins occur promptly without endless back-and-forth."
Description

Detect calendar conflicts for both participants, propose alternate meeting slots based on predefined availability windows, and handle rescheduling automatically when conflicts arise. Participants receive seamless notifications and options to accept new times, ensuring check-ins occur without delays.

Acceptance Criteria
Detecting and Proposing Alternatives
Given either participant has a calendar conflict with the requested check-in slot, when the manager attempts to schedule the meeting, then the system suggests at least three alternative time slots that fall within both participants' predefined availability windows.
Participant Rescheduling Acceptance
Given the system sends alternate slots to a participant after detecting a conflict, when the participant selects one of the options within 24 hours, then the meeting is rescheduled to the chosen time and both participants receive confirmation notifications.
Automated Conflict Handling Post-Scheduling
Given a new conflict arises for a confirmed check-in meeting, when the system detects the conflict, then it automatically identifies the next best alternative slot within participants’ availability, updates the meeting time, and sends updated invitations to both parties.
Time Zone Aware Scheduling
Given participants are in different time zones, when proposing alternative slots, then the system only suggests times that fall within each participant’s local working hours and clearly displays times converted to each participant’s local time zone.
Availability Window Compliance
Given predefined availability windows for both participants, when generating suggestions, then the system ensures all proposed slots respect these windows and avoids times outside the specified range.
Customizable Check-In Templates
"As a manager, I want to customize the structure and content of check-in templates so that I can align conversations with specific goals or team culture."
Description

Offer a library of check-in templates that managers can customize, including sections for performance highlights, challenges, goal reviews, and well-being indicators. Managers can modify templates or create new ones, ensuring each check-in aligns with team objectives and personal development needs.

Acceptance Criteria
Customize Existing Check-In Template
Given a manager selects an existing check-in template in the library; When the manager edits any section including performance highlights, challenges, goal reviews, or well-being indicators; Then the changes are saved and reflected immediately in the template preview and used for all subsequent check-ins.
Create New Check-In Template
Given a manager opts to create a new template; When the manager adds or removes sections, custom labels, and bespoke fields; Then the manager can save the new template with a unique name and it appears in their personal template library.
Save and Reuse Customized Template
Given a manager has customized and saved a template; When the manager schedules a new check-in; Then the customized template is available for selection and displays all saved modifications.
Template Field Validation
Given a manager modifies fields in a template; When required fields are left empty or inputs exceed allowed character limits; Then the system displays clear validation messages and prevents saving until all errors are resolved.
Reset Template to Default
Given a manager has a customized template; When the manager selects 'Reset to Default' and confirms; Then all custom changes are reverted to the original default template and the reset action is logged.
Notification and Reminder System
"As a team member, I want to receive reminders for upcoming check-ins with agenda details so that I can prepare and ensure productive meetings."
Description

Send automated notifications and reminders to both managers and team members ahead of scheduled check-ins, including agenda summaries and pre-meeting preparation tips. Notifications adjust timing based on user preferences and urgency levels to maximize attendance and readiness.

Acceptance Criteria
Manager Personalized Reminder Delivery
Given a manager has a check-in scheduled 24 hours in advance And the manager's notification preference is set to 8 AM local time When the system triggers the automated reminder Then the manager receives a notification at 8 AM local time containing the agenda summary and pre-meeting preparation tips
Team Member Agenda Summary Notification
Given a team member has a check-in scheduled in 2 hours And the agenda has been pre-populated by the system When the notification is sent Then the team member receives the agenda summary and preparation tips via in-app notification and email
Urgent Low Engagement Alert
Given a team member’s engagement score falls below the defined threshold And the urgency level is marked as high When the check-in is 4 hours away Then the system sends a high-priority notification to both the manager and the team member with a critical alert
Preference-Based Timing Adjustment
Given a user has configured a notification window between 9 AM and 5 PM And a check-in is scheduled outside that window When generating notifications Then the system defers the reminder and sends it at 9 AM on the next available day within the user’s window
Notification Suppression After Reschedule
Given a check-in has been rescheduled to a new time by the manager And an earlier reminder is still pending When the schedule update is processed Then the original reminder is canceled and a new reminder is scheduled according to the updated time and user preferences
Data Privacy Compliance
"As a compliance officer, I want all personal insights used in agenda suggestions to be anonymized so that we protect employee privacy and comply with regulations."
Description

Anonymize sensitive personal data when generating agenda insights and store all meeting-related information in secure, access-controlled environments. Ensure compliance with GDPR, CCPA, and internal privacy policies by providing audit trails, data encryption at rest and in transit, and role-based access controls.

Acceptance Criteria
Agenda Insights Anonymization
Given a flagged team member’s check-in, when the system generates agenda insights, then all personal identifiers (names, emails, phone numbers) are replaced with consistent pseudonyms and no raw identifiers are stored or displayed.
Secure Storage Encryption
When storing any meeting-related information, then data at rest must be encrypted using AES-256 encryption and accessible only via encrypted connections.
Role-Based Access Enforcement
Given any user requesting access to meeting data, when their role is evaluated, then only users with ‘Manager’ or higher permissions can view agenda insights, and unauthorized access attempts result in a 403 Forbidden response.
Data Transmission Security
When transmitting agenda insights or participant data between client and server, then TLS v1.2 or higher must be enforced and certificate validation must succeed.
Audit Trail Availability
For every creation, update, or deletion of meeting-related information, then an immutable audit log entry recording user ID, timestamp, action type, and affected data must be generated and retained in compliance with retention policy.
Privacy Compliance Reporting
When a compliance officer requests a report, then the system provides a consolidated export of anonymization events, encryption logs, and access attempts within 24 hours, formatted according to GDPR and CCPA requirements.

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Press Coverage

Imagined press coverage for this groundbreaking product concept.

P

PulseSync Launches AI-Powered Real-Time Morale Dashboard to Revolutionize Remote Team Management

Imagined Press Article

Introduction Remote teams need more than task trackers—they need insight into human factors like mood, engagement and resilience. Today, PulseSync announces the general availability of its AI-powered real-time morale dashboard, designed to give managers an unprecedented live view of team well-being. By combining continuous micro-surveys with advanced analytics, PulseSync helps leaders detect engagement dips, predict burnout risk, and take action before issues escalate. Who PulseSync, a leader in people-centric workplace technology, is rolling out its flagship dashboard to organizations of all sizes. Early beta customers include distributed teams at a leading fintech firm and a global digital marketing agency, both of which have reported faster response times to engagement shifts and measurable improvements in overall team morale. What The PulseSync dashboard aggregates AI-driven pulse survey data into a dynamic heatmap that updates in real time. Key components include: • Dip Detector: Instantly flags significant morale drops and triggers notifications to responsible managers. • Trend Forecast: Uses historical data to forecast potential engagement dips up to two weeks in advance. • Insight Layers: Allows overlaying project milestones, workload metrics or location data to pinpoint the root causes of mood shifts. • Focus Filters: Enables slicing and dicing of the team view by department, role or custom time range. • Snapshot Share: One-click export of heatmap views to embed visuals in reports, presentations or stakeholder updates. When PulseSync is available for immediate deployment. The core dashboard and Dip Detector launch today, with Trend Forecast, Insight Layers and Snapshot Share rolling out over a six-week cadence. Where This release is global—organizations in North America, EMEA, APAC and LATAM can onboard through PulseSync’s cloud platform. Local language support will be available in six regions within the first 90 days. Why Traditional engagement surveys suffer from two key limitations: infrequent sampling and manual analysis delays. PulseSync solves these by delivering continuous, lightweight surveys that employees can answer in seconds, and by applying AI to surface actionable insights. This real-time approach empowers managers to: • Respond to emerging issues in hours instead of weeks. • Allocate one-on-ones and micro-interventions where they matter most. • Build resilience across distributed workforces, reducing turnover and absenteeism. Quotes “Managing remote teams means addressing both workflow and well-being in parallel,” said Emma Liu, CEO of PulseSync. “With our real-time morale dashboard, managers no longer have to guess what the team is feeling or wait weeks for survey results. This product gives them the confidence to take targeted action before small issues become crises.” “PulseSync has transformed how I lead a global team,” said Raj Patel, Director of Engineering at FinTechOne. “Within the first month of use, we cut our average response time to engagement dips by 70%. That speed has kept our engineers motivated and reduced burnout significantly.” Additional Information PulseSync integrates with popular collaboration tools such as Slack, Microsoft Teams and Zoom. Its open API also allows customers to export data to HRIS platforms and business intelligence tools. For organizations with strict data-privacy requirements, PulseSync offers on-premises deployment and SOC 2 Type II certification. About PulseSync PulseSync is a people intelligence platform dedicated to helping organizations build healthier, more resilient distributed teams. By combining continuous micro-surveys with predictive analytics, PulseSync provides managers with the visibility and tools they need to sustain high engagement and reduce burnout risk. Contact Information Press Inquiries: Maria Thompson, Head of Communications, PulseSync Email: press@pulsesync.com Phone: +1 415-555-0192 Website: www.pulsesync.com

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PulseSync Unveils Risk Radar and Break Beacon Features to Combat Remote Team Burnout

Imagined Press Article

Introduction As remote work continues to dominate the modern workplace, leaders face an escalating challenge: detecting and preventing employee burnout before it undercuts productivity and well-being. Today, PulseSync announces two powerful new capabilities—Risk Radar and Break Beacon—engineered to identify early warning signs of burnout and prescribe personalized micro-break interventions for distributed teams. Who PulseSync, the people intelligence platform trusted by over 200 organizations worldwide, is expanding its feature set with cutting-edge AI modules specifically designed to safeguard remote workers’ mental health. Beta trials included technology firms, customer support centers, and professional services teams operating across multiple time zones. What Risk Radar continuously calculates personalized burnout risk scores by analyzing pulse survey responses alongside activity metadata such as work hours, after-hours communication, and task completion rates. When a risk threshold is crossed, managers receive an alert that identifies top stress contributors. Break Beacon uses those insights to generate actionable micro-break recommendations. By examining each individual’s calendar, workload and past break patterns, Break Beacon suggests optimal times for restorative activities—ranging from a five-minute mindfulness exercise to a brief walk or hydration reminder. Key benefits include: • Proactive burnout prevention: Move from reactive check-ins to guided, data-driven interventions. • Personalization at scale: Tailor break suggestions to each team member’s work patterns. • Manager guidance: Pre-populated one-on-one agendas with risk insights and coaching prompts. • Measurable impact: Automated post-intervention surveys track mood shifts and validate strategy efficacy. When The Risk Radar and Break Beacon modules are available immediately for all PulseSync Enterprise customers. Existing clients can enable these features through a simple settings toggle, with no downtime or additional installation required. Where Global availability is effective as of today’s announcement. Companies in North America, Europe, Asia-Pacific and Latin America can activate Risk Radar and Break Beacon within the PulseSync cloud environment. Local customer success teams will offer live onboarding sessions and best-practice workshops. Why Recent industry surveys reveal that 75% of remote workers reported increased stress levels over the past year, yet only 30% feel their managers are equipped to address these issues proactively. PulseSync’s new features fill this gap by: • Automating risk detection and reducing manual analysis burden. • Empowering managers to initiate timely, empathetic interventions. • Embedding well-being support into daily workflows without disrupting productivity. Quotes “Our mission at PulseSync is to move beyond visibility and deliver tangible actions that improve employee health,” said Jason Kim, Chief Product Officer at PulseSync. “With Risk Radar and Break Beacon, we’re giving managers the tools they need to prevent burnout in real time, rather than scrambling to diagnose problems after they occur.” “Since we turned on Risk Radar, we’ve been able to identify team members at risk two weeks earlier than before,” said Anna Sanchez, VP of Customer Success at GlobalTech Solutions. “More importantly, Break Beacon’s tailored break suggestions have led to a 25% reduction in stress signals across our support team.” Additional Information Risk Radar and Break Beacon integrate seamlessly with existing PulseSync dashboards and collaboration platforms. Administrators can customize risk thresholds, break types and notification preferences to align with company culture and policies. PulseSync continues to adhere to industry-leading security standards, including SOC 2 Type II and GDPR compliance. About PulseSync PulseSync delivers real-time people intelligence that helps managers maintain high engagement and prevent burnout across distributed teams. By combining continuous micro-surveys with advanced AI analytics, PulseSync ensures organizations stay responsive to the human side of work. Contact Information Press Inquiries: Maria Thompson, Head of Communications, PulseSync Email: press@pulsesync.com Phone: +1 415-555-0192 Website: www.pulsesync.com

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PulseSync Integrates Seamlessly with Slack and Microsoft Teams for Instant Engagement Insights

Imagined Press Article

Introduction Effective team communication tools are critical for remote work success, but without integrated well-being data, managers operate in the dark about morale and engagement. PulseSync bridges this gap today by announcing native integrations with Slack and Microsoft Teams, delivering real-time morale alerts, micro-survey prompts and heatmap snapshots directly within everyday collaboration channels. Who PulseSync, the people intelligence platform serving more than 200 global enterprises, is rolling out its first set of deep integrations with leading workplace messaging services. Early adopters include a multinational consulting firm and a fast-growing e-commerce company, both of which have already begun feeding morale data into their existing communication workflows. What With the new integrations, PulseSync’s real-time dashboard becomes an active participant in daily team conversations: • Instant Dip Alerts: Team channels receive concise notifications when morale dips exceed predefined thresholds. Managers can click through to the detailed heatmap with a single action. • In-Channel Micro-Surveys: PulseSync bots deliver quick one- or two-question check-ins directly in group or private chats, increasing survey response rates by up to 40%. • Snapshot Share: Share a live engagement heatmap image or interactive link in any channel to align the entire team on current mood trends. • Agenda AI Prompts: Ahead of scheduled huddles, the integration posts AI-generated agendas based on recent engagement data, ensuring syncs focus on the most pressing issues. • Recognition Nudges: PulseSync can recommend peer-to-peer kudos messages in channels when positive engagement patterns emerge, supporting a culture of praise. When The Slack and Microsoft Teams integrations are available immediately to all PulseSync subscribers. No code is required—administrators can enable the connectors in under five minutes from the PulseSync admin console. Where Organizations globally can activate these integrations through the PulseSync cloud interface. Local administrators will find the connectors listed under the “Integrations” tab, complete with step-by-step configuration guides and video tutorials. Why Survey data suggests that 62% of remote employees feel disengaged when morale insights are siloed in separate applications. By injecting well-being alerts, survey prompts and shareable visuals into the tools teams use every day, PulseSync aims to: • Increase visibility: Ensure morale metrics reach the right people in the right context. • Drive faster action: Reduce the time between insight generation and manager intervention. • Foster continuous alignment: Make team well-being a shared responsibility through transparent channel notifications and recognition. Quotes “Integrating PulseSync with Slack and Teams transforms engagement insights from passive dashboards into active catalysts for healthy team culture,” said Sofia Martinez, VP of Engineering at PulseSync. “Managers can now meet employees where they already communicate and turn real-time data into immediate, meaningful conversations.” “Since adding the Slack connector, our survey response rates have jumped by 45%, and we’re addressing dips within hours instead of days,” said Michael O’Connor, Head of Talent Operations at BrightWave Marketing. “The integrated agenda prompts have also made our weekly syncs far more focused and productive.” Additional Information PulseSync maintains rigorous security practices for all integrations. Data transmitted between PulseSync and collaboration platforms is encrypted end-to-end, and customers retain full control over their information. PulseSync supports SCIM provisioning and SSO for streamlined user management and compliance. About PulseSync PulseSync empowers organizations with real-time people intelligence that keeps distributed teams engaged, resilient and high-performing. By embedding well-being insights into existing workflows, PulseSync ensures that every manager has the visibility and tools to cultivate a healthy team culture. Contact Information Press Inquiries: Maria Thompson, Head of Communications, PulseSync Email: press@pulsesync.com Phone: +1 415-555-0192 Website: www.pulsesync.com

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