HR Tech

PulseSync

Catch Morale Drops. Keep Teams Thriving.

PulseSync equips remote SaaS team managers and HR leads with real-time insight into team morale by delivering anonymous, one-click pulse surveys in chat apps. Instant alerts flag hidden engagement issues as they emerge, enabling immediate action to reduce attrition, reveal silent struggles, and make retention an active, visible part of daily team life.

Subscribe to get amazing product ideas like this one delivered daily to your inbox!

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 teams everywhere to thrive by making employee voices central to retention and an unstoppable culture.
Long Term Goal
By 2028, empower 50,000 remote-first companies to reduce team attrition by 30% and improve engagement within 24 hours, making PulseSync the global standard for real-time employee retention.
Impact
Reduces remote team attrition by 30% and uncovers 80% more hidden engagement issues for SaaS managers, enabling actionable interventions within 24 hours—compared to quarterly legacy surveys—directly lowering preventable talent loss and strengthening retention in distributed teams.

Problem & Solution

Problem Statement
Remote SaaS team managers and HR leads cannot spot morale dips or engagement problems early because existing HR tools offer infrequent, delayed surveys without real-time insights—leading to hidden dissatisfaction, missed intervention windows, and preventable talent loss.
Solution Overview
PulseSync sends anonymous, one-click pulse surveys directly in team chat apps, instantly surfacing morale drops with automated, real-time alerts. This enables managers to spot hidden engagement problems as they arise and take immediate action before talent loss occurs.

Details & Audience

Description
PulseSync empowers remote team managers and HR leads at SaaS companies to detect morale dips and engagement issues instantly. By delivering anonymous, one-click pulse surveys directly in team chat apps, it uncovers hidden problems and prompts real-time action—reducing attrition and boosting retention. Automated alerts for low morale trends set PulseSync apart, keeping team sentiment visible, actionable, and central to a thriving culture.
Target Audience
Remote SaaS team managers and HR leads (30-45) eager to spot and solve engagement issues instantly.
Inspiration
On a late-night call, my friend confided that months of silent isolation on her remote team led her to quit—her struggles unrecognized until it was too late. Hearing the defeat in her voice, I saw how impersonal, slow surveys left managers blind to real issues. That conversation drove me to create PulseSync for instant, honest feedback before it’s too late.

User Personas

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

I

Integration Innovator Ian

• 34-year-old IT manager • B.S. in Computer Science • 5 years in SaaS operations • Oversees 300+ user accounts • Manages $50k integration budget

Background

Former developer turned IT operations lead who built enterprise chatbots using Slack API. This hands-on integration work fuels his demand for seamless, low-friction deployments.

Needs & Pain Points

Needs

1. Reliable, documented APIs for custom integrations 2. Clear error alerts and troubleshooting guides 3. Quick deployment templates for major platforms

Pain Points

1. Complex, fragmented integration documentation 2. Unexpected downtime breaks survey workflows 3. Manual configuration steps slow deployments

Psychographics

• Passionate about flawless, automated system workflows • Driven to minimize downtime and user friction • Values robust, well-documented API capabilities • Thrives on solving technical puzzles quickly

Channels

1. Slack app store installation 2. Microsoft Teams admin center 3. GitHub developer forums 4. IT Ops Slack community 5. LinkedIn technology groups

G

Global Guardian Grace

• 42-year-old team leader • Manages 50 employees across 5 countries • MBA in International Business • 8 years in cross-cultural management

Background

Spent early career living and working in three continents, shaping her sensitivity to diverse work cultures. She adopted PulseSync to deliver equitable engagement across time zones.

Needs & Pain Points

Needs

1. Flexible survey scheduling for multiple time zones 2. Localized question templates for cultural nuances 3. Real-time alerts for regional engagement dips

Pain Points

1. Overlooking engagement due to time zone gaps 2. Generic surveys missing cultural context 3. Slow alerts delaying local interventions

Psychographics

• Values cultural sensitivity and inclusion • Motivated to unify distributed teams effectively • Prefers data-driven, empathetic leadership

Channels

1. Microsoft Teams group chats 2. Zoom integration notifications 3. Email digest summaries 4. Slack private channels 5. Local HR forums

B

Burnout Beacon Ben

• 37-year-old professional coach • Certified occupational psychologist • Serves 100+ clients monthly • Earns $70k annually

Background

Ex-corporate HR who faced team fatigue spikes, he transitioned to coaching and now relies on PulseSync to formalize early burnout warnings.

Needs & Pain Points

Needs

1. Burnout-specific survey templates and metrics 2. Instant flags for critical stress levels 3. Resources for targeted intervention strategies

Pain Points

1. Difficulty quantifying emotional fatigue trends 2. Overloading clients without precise prioritization 3. Limited tools for personalized follow-ups

Psychographics

• Empathetic and attuned to emotional undercurrents • Committed to proactive wellbeing interventions • Trusts data to validate intuition

Channels

1. Slack wellness community 2. PulseSync coach app 3. LinkedIn coaching groups 4. Email wellness newsletters 5. Mental health webinars

C

Compliance Captain Claire

• 45-year-old legal HR counsel • J.D. in Labor Law • 10 years in corporate compliance • Oversees global policy adherence

Background

Former labor rights advocate turned corporate counsel, Claire witnessed data breaches firsthand. She now champions privacy-first engagement solutions.

Needs & Pain Points

Needs

1. GDPR and CCPA-compliant data handling 2. Detailed consent management controls 3. Transparent, exportable audit logs

Pain Points

1. Fear of inadvertent data exposure 2. Lack of detailed compliance reporting 3. Unclear consent capture processes

Psychographics

• Values meticulous, risk-free operations • Driven by protecting employee confidentiality • Demands transparent audit trails

Channels

1. SharePoint policy portal 2. Internal HR intranet 3. Legal email digests 4. Compliance Slack channels 5. Policy webinar series

A

Anonymous Ally Alex

• 29-year-old software engineer • 2 years remote work experience • B.S. in Computer Engineering • Based in Eastern Europe

Background

Early remote hire who felt unheard in past roles. Believing in the power of anonymous feedback, they now rely on PulseSync to voice team concerns safely.

Needs & Pain Points

Needs

1. Assurance of survey anonymity and confidentiality 2. Transparent follow-up on raised issues 3. Quick mobile survey access

Pain Points

1. Fear of retribution for candid responses 2. No feedback on previous surveys 3. Cumbersome mobile survey interfaces

Psychographics

• Prefers transparent, anonymous communication channels • Motivated by trust and psychological safety • Values visible action on feedback

Channels

1. Mobile Slack notifications 2. PulseSync mobile app 3. Anonymous chatbot 4. Email survey prompts 5. Team retrospectives

Product Features

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

Trendline Tracker

Visualize how each of the five core emotions shifts over time with an interactive line chart overlay on the radar, enabling managers to pinpoint sentiment trends and seasonality at a glance.

Requirements

Interactive Sentiment Trend Chart
"As a team manager, I want to view an interactive line chart of emotional trends over time so that I can easily detect shifts in team morale and address issues proactively."
Description

Implement an interactive line chart overlay on the existing radar view that displays sentiment scores for each of the five core emotions over selectable time periods. The chart must allow hover details, dynamic scaling, and smooth animations to enhance readability and user engagement. It should integrate seamlessly with the PulseSync dashboard, retrieving real-time survey data and updating visuals in response to new inputs, enabling managers to quickly identify upward or downward trends in team morale and make data-driven decisions.

Acceptance Criteria
Trendline Visualization for Selected Time Period
Given the dashboard is loaded and the manager selects a 30-day time period, when the Trendline Tracker is activated, then the interactive line chart overlays on the radar view showing each of the five emotions with distinct colors, correctly plotting data points for each day.
Hover Detail Display on Data Points
Given the interactive line chart is visible, when the manager hovers over any data point, then a tooltip appears displaying the emotion name, the exact date, and the corresponding sentiment score with two decimal precision.
Dynamic Scaling and Period Switching
Given the Trendline Tracker is displayed, when the manager switches the time period between 7-day, 30-day, and 90-day views or zooms into a subsection, then the chart’s x- and y-axes rescale smoothly within 300ms to fit the newly selected data range.
Real-Time Data Update Integration
Given new survey responses are received, when the backend pushes updated sentiment scores, then the line chart updates within 5 seconds, adding new data points and animating the extension of each emotion line without a full page reload.
Responsive Design and Interaction Performance
Given the PulseSync dashboard is accessed on desktop and mobile devices, when interacting with the trendline chart (hover, zoom, or period switch), then the chart layout adapts to screen size and maintains smooth animations and responsiveness under 100ms per user action.
Dynamic Time Range Selector
"As an HR lead, I want to adjust the time range on the sentiment trend chart so that I can analyze engagement patterns over specific periods relevant to staffing and morale initiatives."
Description

Provide users with a flexible time range selector that allows them to customize the period displayed on the trendline chart, including presets (e.g., Last 7 days, Last month, Last quarter) and custom date ranges. The selector should update the chart in real-time, maintain performance, and sync with other dashboard date filters. This enhances context, letting managers compare sentiment across different time frames for seasonality analysis and strategic planning.

Acceptance Criteria
Preset Time Range Selection
Given the user is on the Trendline Tracker page and the time range selector is visible When the user selects "Last 7 days" from the presets Then the trendline chart updates within 2 seconds to display data from the last 7 days and all dashboard date filters reflect the same range
Custom Date Range Selection
Given the user opens custom date range mode When the user selects a valid start date and end date and clicks Apply Then the trendline chart updates within 2 seconds to display data for the selected range and the dashboard URL and filters sync accordingly
Invalid Date Range Handling
Given the user selects a start date later than the end date When the user attempts to apply the range Then an inline error message "Start date must be before end date" is displayed, the range is not applied, and the chart remains unchanged
Default Time Range Persistence
Given the user sets a custom date range and then navigates away from the Trendline Tracker When the user returns to the page Then the previously selected custom date range is automatically applied and displayed in the selector without requiring re-selection
Performance Under Maximum Range
Given the user selects the maximum allowable time span (e.g., 12 months) When the user applies the range Then the trendline chart renders all data within 3 seconds without impacting overall dashboard performance
Emotion Filter Toggle
"As a team lead, I want to toggle individual emotions on the trend chart so that I can concentrate on the most critical sentiment indicators affecting my team."
Description

Enable the ability to toggle visibility of individual emotion lines on the trend chart, allowing users to focus on specific emotions by hiding or showing their data series. The UI should include checkboxes or legend controls for each emotion color-coded to match the radar overlay. This feature helps users isolate and compare particular emotional signals for targeted interventions.

Acceptance Criteria
Toggle Visibility of a Single Emotion Line
Given the trend chart displays all five emotion lines, When the user unchecks the 'Joy' checkbox in the legend, Then the 'Joy' line is removed from the chart while all other emotion lines remain visible and the 'Joy' checkbox appears unchecked.
Re-Enable a Hidden Emotion Line
Given the 'Anger' emotion line is currently hidden and its checkbox is unchecked, When the user clicks the 'Anger' checkbox, Then the 'Anger' line reappears on the trend chart in its designated color and the checkbox is checked.
Persist User's Emotion Visibility Preferences
Given a user has toggled visibility for multiple emotion lines, When the user refreshes the dashboard or reopens the Trendline Tracker, Then the previously saved visibility settings are automatically reapplied without requiring the user to reselect preferences.
Legend Control Reflects Current State
Given the trend chart is rendered, When an emotion line is visible, Then its corresponding legend entry displays a checked state and matches the line color and when an emotion line is hidden, its legend entry displays an unchecked state.
Multiple Emotion Lines Toggled Simultaneously
Given several emotion checkboxes are unchecked, When the user selects all unchecked checkboxes in succession, Then each corresponding emotion line appears on the chart immediately and the chart updates correctly without rendering delays or graphical overlap.
Data Point Annotation and Notes
"As a team manager, I want to annotate important events on the sentiment trend chart so that I can correlate morale changes with organizational actions and improve future planning."
Description

Allow users to add annotations or notes to specific data points on the trendline chart, capturing context (e.g., team events, policy changes) directly on the visualization. Annotations should be viewable on hover and editable in a sidebar panel, storing metadata in the database linked to survey timestamps. This feature provides qualitative insights overlayed on quantitative trends, facilitating deeper analysis.

Acceptance Criteria
Annotation Creation via Chart Hover
Given a manager hovers over a trendline data point and clicks the annotation icon, When the annotation input modal appears, Then the manager can enter text and click Save, And the annotation appears on the chart at the correct timestamp and is listed in the sidebar.
Annotation Display on Hover
Given an annotated data point on the chart, When any user hovers over that point, Then the annotation text appears in a tooltip overlay above the point within 200ms.
Editing an Annotation in Sidebar
Given an existing annotation is selected in the sidebar, When the user updates the text and clicks Update, Then the chart tooltip and database record reflect the updated text immediately.
Deleting an Annotation
Given an annotation is displayed in the sidebar, When the user clicks the Delete icon and confirms the action, Then the annotation is removed from the chart, sidebar, and database.
Data Persistence After Reload
Given annotations have been created for multiple data points, When the manager reloads or revisits the chart, Then all annotations load at their correct timestamps without loss of text or metadata.
Responsive Performance Optimization
"As a remote manager, I want the sentiment trend chart to load and update quickly on any device so that I can access insights without delay during team check-ins."
Description

Optimize the trendline chart's rendering and data retrieval for performance across web and mobile platforms, ensuring sub-second load times even with large datasets. Implement efficient data caching, lazy loading of historical data, and use of performant charting libraries. This guarantees a smooth user experience, minimizes resource usage, and supports real-time updates without degrading dashboard responsiveness.

Acceptance Criteria
Initial Chart Load Performance
Given a dataset exceeding 10,000 data points, when the user opens the Trendline Tracker, then the chart fully renders within 1 second on both web and mobile platforms.
Historical Data Lazy Loading
Given a user zooms or scrolls beyond the initial visible timeframe, when additional historical data is required, then only the requested segment loads within 0.5 seconds and the rest of the data loads in the background without blocking interaction.
Real-Time Data Update Handling
Given new emotion data points arrive in real time, when the system pushes updates, then the chart integrates updates without a full re-render and responds within 200ms to ensure continued interactivity.
Chart Data Caching Efficiency
Given previously viewed date ranges, when the user revisits or reloads the Trendline Tracker, then data is retrieved from cache and the chart renders within 0.5 seconds.
Cross-Platform Load Times
Given devices with varying specifications (desktop, tablet, mobile), when loading the Trendline Tracker chart on each device, then load time remains under 1 second across all tested configurations.
Resource Usage Minimization
Given large datasets are rendered, when the Trendline Tracker is active, then CPU usage remains below 30% and memory usage does not exceed 200 MB during initial load and interaction.

Sentiment Drilldown

Click any emotion segment on the radar to reveal detailed feedback, including anonymized comments, demographic breakdowns, and historical context, helping managers understand the root causes behind emotion spikes or dips.

Requirements

Interactive Emotion Segment Click Handling
"As a team manager, I want to click on an emotion segment in the radar so that I can immediately see detailed context behind changes in team sentiment."
Description

Implement functionality that allows managers to click on any emotion segment within the sentiment radar to trigger a detailed drilldown view. This interaction must be seamless and intuitive, updating the UI in real-time to display associated data without page reloads. The feature integrates with the analytics engine to fetch relevant feedback data and ensures consistency across different chat app environments.

Acceptance Criteria
Selected Emotion Segment Drilldown Trigger
Given the manager views the sentiment radar, When they click on an emotion segment, Then the drilldown panel appears seamlessly within 200ms without a full page reload.
Real-time Data Retrieval for Selected Segment
Given a selected emotion segment, When the drilldown view loads, Then it displays feedback data that matches the segment’s emotion type, including at least 5 anonymized comments and a demographic breakdown reflecting backend records.
Anonymized Feedback Presentation
Given the drilldown panel is open, Then all displayed comments are anonymized (no names or identifiers), Sorted by timestamp in descending order, And truncated at 300 characters per comment.
Cross-Environment Consistency Handling
Given the feature is accessed via supported chat apps (Slack, Teams, Web), When the manager clicks an emotion segment, Then the drilldown interaction and data display are consistent in layout, performance, and functionality across all environments.
Historical Context Loading
Given the drilldown view is open, When the manager selects a time range filter, Then historical emotion metrics and trends for the chosen segment load correctly for the past 6 months without errors.
Anonymized Comments Display
"As an HR lead, I want to view anonymized feedback comments for a specific emotion so that I can understand team concerns without compromising privacy."
Description

Develop a secure display panel that surfaces anonymized comments related to a selected emotion segment. Comments must be stripped of any personally identifiable information and presented in a clear, scrollable list with timestamp and sentiment tag. This ensures managers gain qualitative insights into team feelings while preserving individual anonymity.

Acceptance Criteria
Accessing Anonymized Feedback Panel
Given a manager clicks on an emotion segment on the radar, when the comments panel loads, then a scrollable list of anonymized comments appears, each showing a timestamp and sentiment tag.
Anonymity Enforcement
Given raw comments containing PII are stored in the system, when comments are displayed in the panel, then all personally identifiable information (names, emails, usernames, IP addresses) is removed or masked.
Comment List Navigation
Given more than 20 anonymized comments exist for the selected segment, when the manager scrolls to the bottom of the list, then the next set of comments loads within 2 seconds without duplicates.
Timestamp and Sentiment Tag Accuracy
Given each anonymized comment, when displayed, then the timestamp reflects the original submission time in the manager’s locale and the sentiment tag matches the sentiment analyzed by the system.
Secure Data Retrieval
Given an authenticated manager requests the anonymized comments, when the API call is made, then the data is returned over HTTPS and access is logged with user ID, timestamp, and segment identifier.
Demographic Breakdown Visualization
"As a department manager, I want to see demographic breakdowns for an emotion so that I can pinpoint which teams or locations are experiencing the issue."
Description

Create a visualization component that shows demographic breakdowns—such as department, role, or location—for responses tied to the selected sentiment. Use charts or heatmaps to highlight group-specific trends, enabling managers to identify which sub-teams are most affected. The component must pull demographic metadata from user profiles securely and update dynamically based on selection.

Acceptance Criteria
Department Breakdown Display
Given a manager selects a sentiment segment, when the demographic breakdown component loads, then a chart displays the number and percentage of responses by department for the selected sentiment.
Role Breakdown Display
Given a manager switches to role view, when the demographic breakdown updates, then a heatmap shows anonymized counts of responses for each role associated with the selected sentiment.
Location Breakdown Display
Given a manager chooses location view, when the sentiment is selected, then a map chart highlights response density by location with tooltips showing exact counts and percentages.
Dynamic Update on Sentiment Change
Given a manager clicks a different sentiment segment, when the selection changes, then the demographic breakdown refreshes within two seconds to reflect the new sentiment across all demographic dimensions.
Secure Data Retrieval
Given the component requests demographic metadata, when the request is sent, then user profile data is fetched over HTTPS using authentication tokens and no personally identifiable information is exposed.
Historical Trend Overlay
"As a project lead, I want to view historical sentiment trends when examining a current emotion so that I can understand how team morale has shifted over time."
Description

Implement an overlay feature that overlays historical sentiment data on the drilldown panel, showing how comment volume and sentiment distribution have evolved over time. Include date-range selectors and trend lines to help managers correlate past events with spikes or dips. This provides context and helps identify root causes tied to specific timeframes.

Acceptance Criteria
Viewing Historical Sentiment Overlay
Given a manager opens the Sentiment Drilldown panel, When historical data overlay is enabled, Then trend lines for comment volume and each sentiment category display on the chart with distinct colors and legends.
Adjusting Date Range for Trends
Given the historical overlay view, When the manager selects a custom date range using the start and end date pickers, Then the overlay updates to display only data points within the selected range and trend lines adjust accordingly.
Default Date Range Initialization
Given the overlay feature is first accessed, Then the system defaults to displaying the past 30 days of data with correct trend representation and the date-range selectors pre-populated.
Correlation of Events and Sentiment Spikes
Given historic events data is available, When a manager hovers over a data point in the trend line, Then a tooltip shows the date, sentiment distribution, comment volume, and any logged events for that day.
Performance Under Large Data Sets
Given a dataset spanning over one year, When loading the historical overlay, Then the overlay renders within 2 seconds and interaction (zoom, hover) remains responsive under 200ms latency.
Export Drilldown Reports
"As an HR analyst, I want to export the sentiment drilldown data so that I can share findings in presentations and reports."
Description

Enable managers to export the detailed drilldown results—including anonymized comments, demographic charts, and historical trends—into PDF or CSV formats. The export function must support custom date ranges and filters, ensuring managers can share insights with stakeholders or include them in reports.

Acceptance Criteria
Export Full Drilldown Report as PDF
Given a manager views the complete drilldown report, when they select the PDF export option, then a PDF file is generated that includes all anonymized comments, demographic charts, and historical trend graphs without data omissions or formatting errors.
Export Filtered Drilldown Report as CSV
Given a manager applies filters (e.g., specific emotion segments and date range) to the drilldown report, when they select the CSV export option, then a CSV file is generated containing only the filtered dataset with proper headers and data values matching the on-screen display.
Export Drilldown Report with Custom Date Range
Given a manager sets a custom start and end date for the drilldown data, when they initiate an export, then the exported file (PDF or CSV) contains only data within the selected date range and the file metadata reflects the chosen dates.
Export Drilldown Report with Demographic Filters
Given a manager filters the drilldown report by demographic attributes (e.g., department, role, location), when they export the report, then the exported file includes only data for the selected demographics and the demographic breakdown charts accurately reflect the filtered data.
Export Drilldown Report Includes Anonymized Comments
Given a manager views anonymized comments in the drilldown report, when they export the report, then the exported file lists all anonymized comments without revealing any personally identifiable information and preserves comment timestamps.

Alert Beacon

Set custom thresholds for each emotion category so that when sentiment falls below a defined level, automated notifications are sent to designated stakeholders for immediate follow-up and action.

Requirements

Custom Threshold Configuration
"As a team manager, I want to configure specific sentiment thresholds for each emotion category so that I can receive alerts only when meaningful changes occur within my team's morale."
Description

Enable managers to define and modify custom sentiment thresholds for each emotion category within PulseSync’s Alert Beacon module. This configuration interface allows users to set minimum acceptable values for emotions like 'Engagement', 'Satisfaction', and 'Stress', ensuring that alerts are tailored to team dynamics and organizational standards. Thresholds can be saved per team, role, or project, supporting flexibility and granular control, and can be adjusted in real-time as conditions change. Proper validation and user feedback guide correct input and prevent misconfigurations.

Acceptance Criteria
Initial Threshold Setup for New Team
Given a manager is on the Alert Beacon configuration page, when they select a team with no existing thresholds, then default threshold values of Engagement=50, Satisfaction=50, Stress=50 are displayed and fields are editable.
Real-time Threshold Adjustment during Active Project
Given a team is active, when a manager updates the satisfaction threshold to a new value and clicks Save, then the new threshold is immediately applied and a confirmation message 'Thresholds updated successfully' is displayed.
Role-Based Threshold Application
Given multiple roles exist within a project, when the manager selects a specific role, then the assigned thresholds for that role are loaded and only updates for that role are saved independently.
Validation of Threshold Input Fields
Given the manager inputs a threshold value outside the allowed range (0-100) or enters non-numeric characters, when they attempt to save, then the system displays an inline error message and prevents saving.
Threshold Persistence Across Sessions
Given thresholds have been configured for a team, when the manager logs out and logs back in, then the previously saved thresholds persist and are loaded correctly in the configuration interface.
Sentiment Monitoring Engine
"As an HR lead, I want the system to monitor sentiment scores in real-time so that any drop in morale is detected immediately without manual intervention."
Description

Implement a real-time processing engine that continuously evaluates incoming pulse survey data against the configured thresholds. The engine analyzes sentiment scores instantly, flags any category that falls below its threshold, and triggers the alert workflow. It must operate with low latency to ensure timely detection, scale horizontally to support multiple teams, and maintain accuracy through robust data handling and anomaly detection.

Acceptance Criteria
Real-Time Sentiment Threshold Breach Detection
Given a new pulse survey response is received and processed, when the sentiment score for an emotion category falls below the configured threshold, then the sentiment monitoring engine triggers an alert within 2 seconds of receipt.
Accurate Sentiment Analysis Under Anomaly Conditions
Given a spike in survey submissions with outliers or inconsistent data, when the engine filters anomalies, then sentiment scores are calculated with less than 5% deviation from baseline and no false alerts are generated.
Horizontal Scaling Across Multiple Teams
Given the system processes simultaneous survey responses from 1000 active teams, when load increases by 50% above baseline, then additional processing nodes are automatically provisioned and end-to-end evaluation latency remains below 3 seconds per response.
Continuous Data Integrity Verification
Given continuous ingestion of survey data, when malformed or incomplete data is detected, then the engine logs the anomaly, discards invalid entries, and continues processing without service interruption.
Automated Stakeholder Notification Delivery
Given an alert is triggered, when the notification workflow executes, then stakeholders receive an alert message in the designated chat app channel within 5 seconds and a confirmation log entry is created.
Automated Notification Dispatch
"As a stakeholder, I want to receive contextual alerts in my preferred chat app so that I can quickly identify and address emerging engagement issues."
Description

Develop a notification service that automatically sends alerts to designated stakeholders via integrated chat apps (e.g., Slack, Microsoft Teams) whenever sentiment breaches a threshold. Notifications should include relevant context—affected team, emotion category, current score, and time—along with suggested actions. The service will support customizable notification channels and formats, retries on failure, and logging for audit trails.

Acceptance Criteria
Notification Trigger on Threshold Breach
Given the configured sentiment threshold for a team, when the sentiment score falls below the threshold, then the system sends an alert notification to designated stakeholders within 30 seconds of detection.
Notification Content Accuracy
When an alert is dispatched, then the notification includes the affected team name, emotion category, current score, timestamp of detection, and suggested follow-up actions in the specified format.
Customizable Channel Selection
Given a user has selected specific notification channels for a threshold breach, when a breach occurs, then the notification is routed only to the selected channels.
Retry Mechanism on Failure
Given a failed notification delivery due to transient errors, when the initial dispatch fails, then the system retries up to three times with exponential backoff intervals before marking the attempt as failed.
Audit Trail Logging
When any notification attempt (successful or failed) occurs, then the system logs the event with details including recipient channel, payload content, timestamp, and delivery status in the audit database.
Stakeholder Assignment Management
"As an HR admin, I want to assign different recipients for alerts based on team and emotion type so that the right people are notified for appropriate follow-up."
Description

Provide an interface for managers and admins to assign specific stakeholders—such as HR leads, team leads, or external consultants—to receive alerts for different teams or emotion categories. Assignments can be based on role or individual, with options for primary and secondary contacts. Manage assignments centrally, support bulk updates, and enforce permission checks to ensure only authorized users make changes.

Acceptance Criteria
Single Stakeholder Assignment by Manager
Given a manager with assignment permissions, when they assign a stakeholder to an emotion category for a specific team, then the stakeholder appears in the team’s alert recipients list and receives a confirmation notification within 1 minute.
Bulk Stakeholder Assignment Update
Given an admin uploads a CSV with multiple stakeholder assignments, when the file is processed, then all valid entries are applied within 2 minutes and invalid entries are flagged with error messages.
Unauthorized Assignment Attempt Prevention
Given a user without assignment permissions, when they attempt to access the assignment management interface or save changes, then the system displays an access denied message and no assignments are altered.
Secondary Contact Notification Fallback
Given a primary stakeholder fails to acknowledge an alert within 30 minutes of threshold breach, when a new alert is triggered, then the system automatically sends the notification to the secondary contact within 5 minutes.
Assignment Modification and Removal by Admin
Given an admin edits or deletes an existing stakeholder assignment, when changes are saved, then the system updates the assignment list in the UI, removes outdated assignments, and logs the action in the audit trail.
Threshold Breach Reporting Dashboard
"As a product manager, I want to view historical alert data and trends so that I can understand patterns in team morale and effectiveness of interventions."
Description

Create a dashboard within PulseSync that visualizes threshold breaches over time, showing trends, frequency of alerts per emotion category, and response status. Include filters by team, date range, and stakeholder, as well as exportable reports. This dashboard helps stakeholders review historical data, identify persistent issues, and measure the effectiveness of response actions.

Acceptance Criteria
Filtering Dashboard by Team and Date Range
Given a user on the Threshold Breach Reporting Dashboard When the user selects a team 'Engineering', start date '2025-05-01', and end date '2025-05-31' Then the dashboard updates to display only breaches from the Engineering team within the specified period.
Visualizing Threshold Breaches Over Time
Given historical breach data When the dashboard loads Then a line chart displays the number of threshold breaches per emotion category over the selected timeframe with data points for each day.
Tracking Response Status
Given a threshold breach alert is generated When a stakeholder marks the alert as 'In Progress' or 'Resolved' Then the dashboard shows the updated status for that breach in real time.
Exporting Breach Reports
Given filtered or unfiltered dashboard view When the user clicks 'Export' and chooses CSV or PDF Then the system generates a report containing all visible breach records and initiates a download.
Identifying Persistent Issues
Given multiple breaches logged over time When the user filters by emotion category 'Frustration' Then the dashboard highlights any categories with breaches in at least three consecutive weeks.

Predictive Pulse

Leverage machine learning to forecast future sentiment trajectories based on historical radar data, empowering teams to proactively address potential morale challenges before they arise.

Requirements

Historical Data Ingestion
"As a data engineer, I want to ingest and preprocess historical pulse data so that the predictive model has accurate and complete information."
Description

Develop a secure, scalable pipeline to collect, normalize, and store all historical pulse survey responses and related metadata, ensuring data quality and consistency for downstream predictive analytics.

Acceptance Criteria
Raw Data Collection from Legacy Storage
Given the pipeline is connected to the legacy data store, when the ingestion job runs, then all pulse survey response files from the past 5 years are retrieved without errors or omissions.
Data Normalization and Schema Validation
Given raw survey data with inconsistent field formats, when processed through the normalization module, then all records conform to the defined schema and any invalid records are logged with detailed error messages.
Metadata Extraction Accuracy
Given each survey response contains metadata (timestamp, user ID, survey ID), when ingested into the data store, then all metadata fields are correctly extracted, stored, and linked to their corresponding responses.
High-Volume Data Ingestion Performance
Given a backlog of 1 million records, when the ingestion pipeline runs, then it processes at least 10,000 records per minute and completes the full load within 2 hours without failures.
Secure Data Transfer and Encryption
Given historical data in transit and at rest, when the pipeline transfers and stores data, then all transmissions use TLS 1.2 or higher and data at rest is encrypted with AES-256.
ML Model Development
"As a product manager, I want a predictive model of team sentiment so that I can proactively address morale issues before they impact productivity."
Description

Design, train, and validate a machine learning model that analyzes historical sentiment data to accurately forecast future team morale trajectories, incorporating cross-validation and performance monitoring.

Acceptance Criteria
Historical Sentiment Forecasting Accuracy
Given the model is trained on historical sentiment data, when forecasting next week's team morale, then the Mean Absolute Error between predicted and actual sentiment scores must be ≤ 0.05.
Cross-Validation Consistency Check
When performing 5-fold cross-validation on the training dataset, then the performance variance (e.g., accuracy or MAE) across all folds must be ≤ 0.01.
Real-Time Prediction Latency
Given new sentiment input data in the chat app, when requesting a morale forecast, then the model must return results within 2 seconds for 95% of requests.
Performance Monitoring Alerting
When weekly model accuracy falls below 0.90, then an automated alert must be sent to the admin dashboard and relevant stakeholders.
Model Retraining Trigger
When cumulative prediction drift exceeds 10% over a 30-day period, then the system must automatically queue the model and data for retraining.
Forecast Visualization Dashboard
"As a team manager, I want to view forecasted morale trends visually so that I can easily understand potential future issues and plan interventions."
Description

Create an interactive dashboard within PulseSync that displays forecasted sentiment trends over time, complete with confidence intervals and customizable time ranges, enabling managers to explore predictions visually.

Acceptance Criteria
Custom Time Range Selection
Given the manager is on the Forecast Visualization Dashboard, When the manager selects a start and end date using the time range filter, Then the dashboard updates to display the forecasted sentiment curve for the specified period without errors, And the selected dates are reflected in the chart legend.
Confidence Interval Display
Given forecasted sentiment data with computed confidence intervals, When the dashboard renders the forecast chart, Then it visually displays the upper and lower confidence bounds as shaded regions around the forecast line, And the confidence percentage label (e.g., 95%) is displayed.
Interactive Tooltip Functionality
Given the forecast chart is displayed, When the manager hovers over or taps on a forecast data point, Then a tooltip appears showing the date, forecasted sentiment value, and associated confidence interval details, And the tooltip styling matches the design specifications.
Real-time Data Refresh
Given new pulse survey data becomes available, When the manager refreshes or revisits the Forecast Visualization Dashboard, Then the forecast visualization automatically updates to include the latest data, And a 'Last Updated' timestamp is displayed prominently.
Data Export Capability
Given the manager is viewing forecast data, When the manager selects the export option and chooses CSV or PNG, Then the system generates and downloads a file containing the forecast values, timestamps, and confidence intervals in the selected format.
Automated Alert Mechanism
"As an HR lead, I want to receive alerts for potential morale dips so that I can take timely preventive action and support my team."
Description

Implement a notification system that automatically triggers alerts in the chat app when predicted sentiment dips below user-defined thresholds, with customizable alert settings and escalation paths.

Acceptance Criteria
Threshold Exceeded Alert
Given a predicted sentiment score falls below the user-defined alert threshold, when the model generates a prediction, then the system sends an immediate alert message to the configured chat channel within 60 seconds.
Custom Threshold Configuration
Given a team manager accesses the alert settings, when they enter a new numerical threshold and save changes, then the system updates the threshold, persists the setting, and displays a confirmation toast within 5 seconds.
Urgent Escalation Path Triggered
Given a predicted sentiment drop exceeds the critical alert level twice in 24 hours, when the second prediction is registered, then the system escalates the alert by notifying the team manager and HR lead via direct message within 1 minute.
Scheduled Notification Digest
Given multiple alerts are triggered in a single day, when the daily summary time arrives, then the system compiles all alert events into a single digest and posts it to the designated group chat at the scheduled hour.
Alert Delivery Confirmation
Given an alert has been sent, when the chat app receives the notification, then the system logs a delivery confirmation with timestamp and status ‘Delivered’ in the audit logs.
Explainable AI Insights
"As an executive, I want to understand the factors driving the forecasts so that I can trust the predictions and focus on root causes of morale changes."
Description

Integrate explainability features that highlight key factors and drivers behind each sentiment forecast, presenting interpretable insights and feature importances to build user trust and guide decision-making.

Acceptance Criteria
Viewing Explanation for Predicted Sentiment
Given the manager navigates to the Predictive Pulse Forecast Dashboard When they hover over a future sentiment prediction point Then a tooltip displays the top three drivers influencing that prediction along with their normalized importance scores
Accessing Feature Importance Chart
Given the HR lead clicks the “Show Feature Importances” button on the Forecast Dashboard When the chart panel loads Then a bar chart appears ranking all features by importance for the selected forecast period, with clear labels and percentage values
Generating Explanation Report
Given the user selects the “Export Explanation Report” action When the system generates the document Then a downloadable PDF is provided containing the sentiment forecast, top drivers with explanations, and historical importance trends
Filtering Explanations by Time Period
Given the manager sets a custom date range filter on the forecast view When the filter is applied Then the explanation section updates to show feature importances calculated only for the selected timeframe
Receiving Explanation Alerts
Given an automatic alert is triggered for a projected decline in team morale When the notification is sent to the manager Then the alert message includes the top two contributing factors driving the negative forecast

Team Comparison

Compare sentiment radars side by side across teams, departments, or time periods to benchmark performance, share best practices, and identify areas requiring targeted interventions.

Requirements

Comparative Radar Visualization
"As an HR lead, I want to view sentiment radar charts of multiple teams side by side so that I can quickly identify performance variances and best practices across my organization."
Description

Enable side-by-side rendering of team sentiment radar charts, allowing users to view multiple teams, departments, or timeframes in a unified layout. Integrates with PulseSync’s survey data pipeline to fetch real-time metrics and display normalized radar charts. Provides interactive tooltips on hover, ensuring clarity on each sentiment dimension. Improves decision-making by highlighting comparative performance at a glance.

Acceptance Criteria
Side-by-Side Radar Alignment Across Teams
Given two teams and a timeframe are selected, when the data is fetched, then two normalized radar charts appear side by side with identical axis scales.
Interactive Tooltip Display
Given the user hovers over a sentiment axis on any radar chart, when the hover event occurs, then a tooltip shows the sentiment dimension name, score value, and comparative scores for other teams.
Real-Time Data Integration
Given new pulse survey results are ingested, when the user refreshes the comparative view, then both radar charts update within 2 seconds to reflect the latest normalized metrics.
Time Period Comparison Mode
Given the user selects current and previous month views, when the comparison mode is activated, then two radar charts render with matching scales and display delta indicators on each sentiment dimension.
Performance Highlighting
Given multiple team radars are displayed, when a sentiment dimension’s score difference exceeds 10%, then that dimension segment is visually highlighted in red or green to indicate underperformance or improvement.
Advanced Filter and Drill-down Controls
"As a team manager, I want to filter comparisons by department and timeframe so that I can analyze trends and pinpoint specific areas needing attention."
Description

Implement multi-dimensional filters for selecting teams, departments, user groups, and time periods. Allow combination of filters to refine comparisons. Support drill-down capability to explore individual sentiments within each dimension. Ensures users can focus on relevant segments and uncover insights at varying granularity. Integrates seamlessly with charting component for instantaneous updates.

Acceptance Criteria
Filter By Team and Department
Given the dashboard is displayed, when the user selects one or more teams and departments in the filter panel, then only data for the selected teams and departments is shown in the comparison charts.
Combine Filters to Narrow Segment
Given the user applies multiple filters across teams, departments, user groups, and time periods, when all filters are active, then the displayed data matches all selected criteria simultaneously.
Time Period Selection Filtering
Given the filter panel is open, when the user selects a specific time range (e.g., last 30 days), then the sentiment charts update to display only responses within that time range.
Instantaneous Chart Update
When any filter selection is changed, then the comparison charts refresh automatically within 500ms without requiring a full page reload.
Drill-down to Individual Responses
Given the user clicks on a segment or data point in a comparison chart, then a detailed view is displayed showing individual sentiment responses and metadata for that segment.
Reset Filters to Default
Given the user clicks the 'Reset Filters' button, then all applied filters revert to their default settings and the comparison charts update accordingly.
Timeframe Comparison Selector
"As a remote SaaS team manager, I want to compare team sentiment from the last quarter against the current quarter so that I can assess the impact of recent initiatives."
Description

Provide controls for selecting custom date ranges and predefined periods (weekly, monthly, quarterly) for comparison. Visualize historical sentiment shifts by overlaying time period data or placing them adjacent. Ensures trend analysis over time and supports benchmarking against past performance. Leverages data caching for quick retrieval.

Acceptance Criteria
Custom Date Range Selector
Given the manager opens the Timeframe Comparison Selector and inputs a valid start and end date When the manager clicks 'Apply' Then the system displays sentiment data for the specified custom date range within 2 seconds And no error messages are shown
Predefined Period Quick Selection
Given the manager opens the selector When the manager selects weekly, monthly, or quarterly predefined option Then the system automatically updates the comparison view to the selected period And the selection persists across dashboard refreshes
Historical Data Overlay Visualization
Given two timeframes are selected When the manager toggles 'Overlay' mode Then the system overlays sentiment radars for both periods with distinct colors And a legend clearly identifies each period
Adjacent Time Period Comparison View
Given two timeframes are selected When the manager toggles 'Adjacent' mode Then the system displays sentiment radars side by side aligned on the same axes And the date ranges are clearly labeled below each radar
Data Caching Performance
Given the manager switches between timeframes previously loaded When the manager changes the date selectors to a cached range Then the system retrieves and displays the data in under 1 second And no new API calls are made to fetch the same data
Benchmark Highlights and Automated Alerts
"As a department head, I want to receive alerts when any team’s morale drops below a set threshold so that I can intervene promptly."
Description

Automatically identify and highlight sentiment dimensions where teams are underperforming or exceeding benchmarks. Set customizable thresholds and triggers to send instant alerts via chat integrations. Allows managers to proactively address issues when sentiment drops below acceptable levels. Integrates with PulseSync’s alerting engine for seamless notification delivery.

Acceptance Criteria
Underperforming Sentiment Threshold Breach
Given a team sentiment dimension falls below the configured threshold When the survey results are processed Then an automated alert is sent to the manager's chat with team name, dimension, and current score
Exceeding Benchmark Performance Notification
Given a team's sentiment dimension exceeds the benchmark by the specified margin for two consecutive periods When the system evaluates the sentiment scores Then an alert is sent to the manager's chat praising the team's performance with comparative metrics
Custom Threshold Configuration and Validation
Given a manager sets a custom threshold for a sentiment dimension When the new threshold is saved Then the system stores the threshold and uses it in subsequent alert evaluations
Seamless Chat Integration of Alerts
Given an alert is triggered by threshold breach or benchmark exceedance When the alert is sent Then it must appear in the configured chat channel within two minutes and include a link to the team comparison dashboard
Historical Trend Drop Alert
Given a team's sentiment drops by 15% compared to the previous period When the system calculates sentiment trends Then an alert is automatically sent with the percentage drop and period comparison details
Exportable Reports and Sharing
"As an HR lead, I want to export comparative sentiment reports so that I can share findings with executives and document improvements over time."
Description

Enable exporting of comparison charts and data tables to PDF, Excel, and shareable dashboard links. Include metadata like date ranges, filter criteria, and benchmark thresholds. Support scheduled report generation and email distribution. Facilitates stakeholder communication and record-keeping.

Acceptance Criteria
PDF Export Scenario
Given a manager is viewing the Team Comparison chart with selected teams and a specific date range When the manager selects 'Export to PDF' and confirms export settings Then a PDF file is generated and downloaded containing the comparison charts, data tables, and metadata including date range, filter criteria, and benchmark thresholds
Excel Export Scenario
Given an HR lead has applied filters and selected departments in the Team Comparison view When the HR lead selects 'Export to Excel' Then an Excel file is generated and downloaded containing raw data tables, sentiment values, applied filters, date ranges, and benchmark thresholds in separate sheets
Scheduled Report Scenario
Given a user schedules a recurring report for Team Comparison When the scheduled time is reached Then the system automatically generates the report in the chosen format (PDF or Excel) and emails it to the designated recipients with appropriate metadata in the email body
Dashboard Link Sharing Scenario
Given a team lead generates a shareable dashboard link for the Team Comparison view with specific filters When the link is shared and accessed by another user with granted permissions Then the external user can view the dashboard in read-only mode reflecting the same filters, date range, and benchmark thresholds
Metadata Inclusion Scenario
Given any export or shareable link is created for Team Comparison results When the file or dashboard is accessed Then it must display metadata including the date range, applied filters, and benchmark thresholds at the top of the report or dashboard

MorningBoost

Delivers data-driven morale tips each morning at the optimal time to kickstart managers’ day with actionable insights, boosting team motivation from the get-go.

Requirements

Optimal Send Time Scheduler
"As a team manager, I want my MorningBoost tips delivered when I typically start my workday so that I’m more likely to see and act on them."
Description

A dynamic scheduling module that analyzes individual user time zones, historical engagement data, and specified working hours to determine the optimal morning delivery window for each manager. This component integrates seamlessly with the notification service to automatically enqueue MorningBoost messages at personalized times, maximizing open rates and ensuring tips arrive when they are most actionable.

Acceptance Criteria
Time Zone and Working Hours Alignment
Given a manager's time zone and working hours, when the scheduler calculates send time, then the scheduled MorningBoost message falls within the manager's defined working hours in their local time.
Historical Engagement Optimization
Given a manager's past open rate data, when the optimal time is computed, then the selected time aligns with the manager’s highest historical open-rate window.
Scheduler Integration with Notification Queue
When the scheduler enqueues a MorningBoost message, then it creates a notification entry with the correct user ID, message template, and scheduled timestamp in the notification service.
Daylight Saving Time Adjustment
Given a manager in a region transitioning into or out of daylight saving time, when scheduling the message, then the scheduler adjusts the send time to account for the DST change and maintains the intended local hour.
Fallback to Default Window
Given insufficient engagement history for a new manager, when computing the optimal time, then the scheduler defaults to sending at 9:00 AM local time.
Data-Driven Tip Generation Engine
"As an HR lead, I want tailored morale tips based on my team’s latest pulse responses so that the guidance I receive is directly relevant to current engagement challenges."
Description

An AI-driven content engine that aggregates pulse survey results, team morale metrics, and industry best practices to generate tailored daily motivation tips. This engine processes real-time engagement signals and sentiment trends to produce contextually relevant advice, ensuring that each MorningBoost tip addresses current team dynamics and manager needs.

Acceptance Criteria
Tailored Tip Based on Pulse Survey
Given a team’s latest pulse survey average morale score is below 70%, When the MorningBoost engine generates the tip, Then the tip explicitly references the score and recommends at least one specific action aligned with low-morale signals.
Real-Time Sentiment Trend Adaptation
Given real-time sentiment analysis shows a 10% negative sentiment spike over the past 24 hours, When MorningBoost runs at the scheduled time, Then the tip addresses this negative trend and suggests corrective engagement strategies.
Inclusion of Industry Best Practices
Given the engine has access to the latest industry best practice database, When generating a tip for a software development team, Then the tip incorporates at least one relevant industry practice (e.g., agile retrospective methods) tailored to team context.
Optimal Delivery Timing
Given a manager’s historical open-rate data indicates 9:00 AM local time has the highest engagement, When scheduling tip delivery, Then the MorningBoost tip is sent at 9:00 AM in the manager’s local time zone.
Tip Content Clarity and Professional Tone
Given the generated tip text, When reviewed against style guidelines, Then the tip must be no longer than 200 characters, contain no slang, and use professional motivational language.
Customizable Tip Preferences
"As a manager, I want to set my preferred tip topics and tone so that MorningBoost messages match my leadership style and priorities."
Description

A user settings interface allowing managers to configure tip categories (e.g., recognition, feedback, wellness), preferred tone (e.g., casual, formal), and delivery frequency adjustments. These preferences are stored in the user profile and applied by the tip generation engine to personalize content and ensure alignment with managerial style and team culture.

Acceptance Criteria
Setting Preferred Tip Categories
Given a manager accesses the Tip Preferences settings and selects one or more tip categories, when they save their selection, then those categories are stored in the user profile and displayed as selected upon revisiting the settings page.
Selecting Tip Tone Preference
Given a manager chooses a preferred tone (e.g., casual, formal) in the Tip Preferences settings, when they save their choice, then the selected tone is applied to all subsequent tips and reflected in the settings UI on reload.
Adjusting Tip Delivery Frequency
Given a manager selects a desired delivery frequency (e.g., daily, twice weekly, weekly) in the Tip Preferences settings, when they save their preference, then the tip generation engine schedules and delivers tips at the configured interval.
Personalized Morning Tip Delivery
Given a manager has configured categories, tone, and delivery frequency, when the optimal morning delivery time arrives, then the system sends a tip that matches the selected categories and tone.
Preference Persistence Across Sessions
Given a manager logs out and logs back in, when they navigate to the Tip Preferences settings, then all previously saved category, tone, and frequency preferences are persisted and displayed correctly.
Multi-Channel Delivery Integration
"As a remote team manager, I want to receive my MorningBoost tips in Slack so that I don’t have to switch applications to get my daily insights."
Description

An integration layer that connects MorningBoost with major chat platforms (e.g., Slack, Microsoft Teams) and email services. It handles authentication, message formatting, and retry logic to guarantee reliable tip delivery across channels. This ensures managers receive their morning insights in the communication tools they use daily.

Acceptance Criteria
Slack Authentication Flow
Given a manager initiates Slack integration and provides valid credentials, when the system requests an OAuth token, then the system stores the token securely and confirms integration status as active.
Microsoft Teams Message Formatting
Given a morning tip is sent to Microsoft Teams, when the system formats and sends the message, then the tip appears with the correct formatting (bold title, bullet points) and includes timestamp and branding elements.
Email Delivery with Retry Logic
Given an email tip fails due to a transient SMTP error, when the system retries sending up to three times with exponential backoff, then the email is delivered successfully or an alert is generated after maximum retries are exhausted.
Message Formatting Consistency Across Channels
Given a tip is dispatched through Slack, Teams, and Email, when the system processes each channel’s formatting rules, then the content retains its structure and key elements uniformly across all channels.
Failure Alert on Delivery Errors
Given repeated delivery failures on any channel, when the system exceeds configured retry limits, then it triggers an alert to the admin dashboard and notifies the operations team via email.
MorningBoost Analytics Dashboard
"As an HR lead, I want to view analytics on how often managers engage with MorningBoost tips and the subsequent impact on team morale so that I can measure ROI and optimize content strategies."
Description

A reporting dashboard that visualizes tip engagement metrics (open rates, click-throughs, feedback selections), tracks morale improvements over time, and highlights correlation between tip usage and pulse survey trends. The dashboard provides filters by team, date range, and tip category, empowering HR and managers to assess MorningBoost effectiveness.

Acceptance Criteria
Dashboard Metrics Overview
Given a logged-in manager visits the MorningBoost Analytics Dashboard, Then the system displays up-to-date open rate, click-through rate, and feedback selection metrics in labeled charts and tables.
Team Filter Application
Given the manager selects a specific team from the team dropdown, When the filter is applied, Then the dashboard updates to show metrics only for the chosen team.
Date Range Filter
Given the manager inputs a custom date range and clicks apply, Then the dashboard refreshes to display tip engagement and morale trend data restricted to that date range.
Tip Category Filter
Given the manager selects one or more tip categories, When the filter is applied, Then the dashboard displays metrics only for the selected categories.
Correlation Analysis Display
Given tip engagement and pulse survey data for the selected filters, Then the dashboard visualizes correlation coefficients and trend lines indicating the relationship between tip usage and morale scores over time.

TipTailor

Analyzes manager engagement patterns and team responses to personalize morale-boosting suggestions, ensuring every tip resonates with the team’s unique dynamics.

Requirements

Engagement Pattern Analyzer
"As a product manager, I want the system to analyze manager engagement patterns over time so that I can understand common behaviors and tailor suggestions to improve team morale."
Description

The system collects and analyzes historical manager engagement data and team response metrics, identifying patterns, trends, and anomalies in engagement behaviors. It leverages machine learning algorithms integrated with PulseSync's data pipeline to segment managers by engagement style and responsiveness, enabling targeted morale-boosting suggestions that align with individual manager-team dynamics.

Acceptance Criteria
Historical Data Ingestion and Analysis
Given at least 6 months of manager engagement and team response data is available in the data pipeline, When the analysis job runs, Then the system extracts, cleans, and normalizes 100% of records within 30 minutes with an error rate below 1%.
Machine Learning Model Training and Segmentation
Given the historical dataset has been ingested, When the ML model trains, Then it must achieve a segmentation accuracy of at least 90% on validation data, segment managers into at least 3 distinct engagement styles, and generate a confidence score for each classification.
Real-time Data Update and Segment Refresh
Given new pulse survey responses arrive, When data is processed, Then the manager’s engagement segment updates within 10 minutes, and the system records the timestamp of the update.
Anomaly Detection in Engagement Behavior
Given the manager’s engagement metrics trend, When an engagement drop greater than 20% over a rolling 2-week window is detected, Then the system raises an anomaly alert and logs the event for review.
Personalized Morale-Boosting Suggestion Integration
Given a manager’s segment classification, When a manager views the TipTailor dashboard, Then at least 3 tailored morale-boosting suggestions appear, and relevance feedback reaches an 80% positive rating over a 30-day period.
Personalized Suggestion Engine
"As a team manager, I want to receive personalized morale-boosting suggestions so that I can effectively support and engage my team."
Description

A recommendation engine that uses the results of the engagement pattern analysis and team sentiment data to generate custom morale-boosting tips. It considers manager behavioral archetypes, team response history, and contextual factors (e.g., time of day, recent events) to deliver recommendations that are relevant, actionable, and likely to resonate with each unique team dynamic.

Acceptance Criteria
Manager Archetype-Based Recommendation
Given a manager with a behavioral archetype profile When the engine generates tips Then the suggestions list contains at least three tips aligned with the manager's archetype preferences and historical effectiveness data
Team Response History Analysis
Given team response history for the past four pulse surveys When generating suggestions Then the engine prioritizes tips that previously yielded a positive response rate above 70% and avoids tips correlated with low engagement
Contextual Event-Aware Suggestions
Given a recent company-wide reorganization event tagged in the system When generating suggestions Then at least two tips directly address team morale challenges associated with organizational change
Time-of-Day Personalized Tip Delivery
Given the current local time of the manager When suggestions are requested in the morning Then the engine returns tips optimized for morning check-ins and avoids evening-specific activities
Actionability and Relevance of Recommendations
Given the generated tip set When the manager reviews them Then each tip includes a clear, actionable step and a contextual rationale explaining its relevance to the team's dynamics
Real-Time Tip Delivery Integration
"As a remote manager, I want to receive tailored morale-boosting tips in my chat app so that I can act on them immediately without leaving my workflow."
Description

Integrate the personalized suggestion engine with major chat platforms (Slack, Microsoft Teams) to deliver one-click tip notifications directly within manager workflows. Ensure seamless authentication, message formatting, and interactive elements that allow managers to apply tips instantly or schedule them for later, preserving context and minimizing friction.

Acceptance Criteria
Slack Authentication Flow
Given a manager is not connected to Slack, when they click 'Connect Slack' in the PulseSync dashboard, then an OAuth prompt for Slack appears, and upon successful authorization, the manager sees a 'Slack Connected' confirmation message.
Microsoft Teams Authentication Flow
Given a manager is not connected to Microsoft Teams, when they click 'Connect Teams' in the PulseSync dashboard, then an OAuth prompt for Teams appears, and upon successful authorization, the manager sees a 'Teams Connected' confirmation message.
Tip Notification Formatting in Slack
Given the suggestion engine generates a tip, when delivered to Slack, then the message displays the tip title, body text with markdown support, and two interactive buttons ('Apply Now' and 'Schedule') without truncation or layout issues.
Interactive Tip Application Buttons
Given a tip notification with 'Apply Now' and 'Schedule' buttons, when the manager clicks 'Apply Now', then the tip is applied to the team channel immediately and a success notification is shown; and when the manager clicks 'Schedule', then a date/time selector modal opens.
Tip Scheduling Workflow
Given a manager schedules a tip, when they select date and time and confirm, then the tip is queued, a scheduling confirmation is displayed, and the tip is sent at the selected time to the correct channel with original formatting.
Customizable Tip Templates Library
"As a team manager, I want to customize morale-boosting tips to reflect my team's unique culture so that my communication feels genuine and effective."
Description

Develop a library of editable tip templates that managers can customize based on their team culture and preferences. Provide UI components within the manager dashboard to preview, modify, and save templates, ensuring that the content remains aligned with PulseSync's recommendations while allowing personalization for authenticity and relevance.

Acceptance Criteria
Initial Template Library Access
1. Manager dashboard displays the "TipTailor Templates" section within 2 seconds of login 2. At least 10 default tip templates are listed with title, short description, and preview icon 3. Templates are loaded in alphabetical order and paginated when exceeding 20 entries 4. Network failures surface a user-friendly error message with a retry option
Editing a Tip Template
1. Clicking “Edit” on a template opens the inline editor pre-populated with the template’s title, body, and metadata 2. Editor enforces a 250-character limit on the tip body and disallows HTML/script tags 3. Recommended content suggestions appear in a sidebar and can be inserted with a single click 4. Save button remains disabled until the editor content passes validation rules
Previewing Customizations
1. Selecting “Preview” opens a modal showing the final tip with applied styles and formatting 2. Modal content updates in real-time as the manager makes edits in the background 3. Preview accurately reflects character count, line breaks, and any inserted recommended segments 4. Modal can be closed with ESC key or “Close” button without losing unsaved edits
Saving Customized Template
1. Clicking “Save” persists the customized template under “My Templates” within 3 seconds 2. Custom template is available after page reload and can be selected for future surveys 3. System records an edit history entry with timestamp and editor’s name 4. Duplicate template names are prevented, prompting the user to choose a unique name
Resetting to Default Template
1. “Reset to Default” button appears when editing a customized template 2. Clicking it prompts a confirmation dialog detailing that changes will be lost 3. Upon confirmation, editor content reverts exactly to the original default version 4. Saving after reset archives the prior custom version in the edit history
Tip Performance Dashboard
"As an HR lead, I want to monitor the effectiveness of morale-boosting tips so that I can optimize the suggestion strategies and measure impact."
Description

Implement a dashboard that tracks the performance of each delivered tip, including acceptance rates, engagement changes, and subsequent pulse survey results. Use visualizations (charts, heatmaps) to highlight high-performing suggestions, identify areas for improvement, and provide actionable insights for refining the personalization algorithms.

Acceptance Criteria
Tip Acceptance Rate Visualization
Given the manager navigates to the Tip Performance Dashboard, when the dashboard loads, then the acceptance rate for each delivered tip is displayed as a percentage chart sorted from highest to lowest acceptance rate.
Engagement Change Over Time Chart
Given a selected time range, when the manager views the dashboard, then a line chart displays team engagement scores before and after each tip delivery with clearly distinguishable data points and tooltips.
Pulse Survey Results Correlation Heatmap
Given a set of tips and corresponding pulse survey responses, when the dashboard displays the heatmap, then it highlights correlations with intensity indicating significant positive or negative changes and allows filtering by date and tip category.
High-Performing Tip Identification
Given historical tip performance data, when the manager filters by performance metrics, then the dashboard lists the top five tips with the highest acceptance rates and engagement improvements and provides recommendations for best practices.
Dashboard Data Refresh and Export
Given new survey and engagement data is available, when the dashboard refreshes, then all visualizations update within two minutes and the manager can export raw data in CSV and charts in PNG formats.

WinSpotlight

Automatically curates and highlights recent team achievements and positive survey feedback, enabling managers to celebrate wins and reinforce positive behaviors in chat channels.

Requirements

Achievement Detection
"As a team manager, I want the system to automatically detect and log recent achievements so that I can effortlessly recognize and celebrate my team’s successes."
Description

Automatically scan and identify recent team accomplishments from integrated tools and pulse survey responses within a configurable time window, capturing key details such as contributor names, dates, and context. This ensures that all relevant wins—big or small—are recognized without manual intervention, enabling timely celebration and boosting team morale.

Acceptance Criteria
Project Completion Detection
System shall detect all tasks marked as completed within the configured time window from integrated project management tools; System shall capture task title, completion date, and contributor name for each detected task; System shall enqueue detected achievements for curation.
Pulse Survey Recognition
System shall scan pulse survey responses submitted within the configured time window for positive feedback keywords; System shall extract the reporter’s name, response timestamp, and full feedback text for each flagged response; System shall record these responses as achievements.
Configurable Time Window Filter
System shall provide an admin interface to configure the detection time window in hours or days; Changes to the time window shall take effect within one minute of saving; System shall only detect achievements with timestamps falling within the updated window.
Contributor Data Extraction
For each detected achievement, system shall extract and store the contributor’s full name and user identifier; If full name is unavailable, system shall fallback to storing the user identifier; Any achievement missing contributor data shall be flagged for manual review.
Duplicate Achievement Handling
System shall identify duplicates by comparing source ID, timestamp, and contributor for each detected achievement; System shall filter out duplicate achievements appearing more than once within the configured time window; No duplicate achievements shall be sent to chat channels.
Feedback Aggregation
"As an HR lead, I want to aggregate positive survey feedback by theme so that I can showcase the most meaningful insights and reinforce positive behaviors."
Description

Collect and consolidate positive feedback entries from anonymous pulse surveys, categorizing comments by theme and sentiment. This aggregation provides a clear, organized view of what behaviors and outcomes are driving high morale, allowing managers to highlight the most impactful feedback effectively.

Acceptance Criteria
Categorization of Feedback by Theme
Given positive survey feedback entries are ingested, when the aggregation job runs, then each comment is automatically assigned to one of the predefined themes (e.g., collaboration, innovation, leadership) with an accuracy of at least 90%.
Sentiment Analysis Accuracy
Given feedback entries are processed, when sentiment analysis executes, then each comment is scored on a scale from -1 to 1, positive entries scoring above 0.5, and manual validation shows at least 85% agreement with the automated score.
Aggregated Feedback Visibility
When a manager opens the WinSpotlight dashboard in the chat app, then the top five themes by feedback count—with sentiment averages and representative quotes—are displayed within three seconds.
Feedback Highlight Generation
Given aggregated themes and sentiment data are available, when the manager clicks “Generate Highlight,” then the system generates a summary message with up to three high-impact quotes and posts it to the specified chat channel.
Real-time Update of Feedback Aggregation
When new positive feedback is submitted, then the WinSpotlight aggregation view refreshes within one minute without manual intervention.
Highlight Formatting
"As a team manager, I want spotlight messages to be automatically formatted and branded so that they stand out in chat and resonate with my team."
Description

Format curated achievements and feedback into a visually engaging, consistent message template optimized for chat channels, including elements like emojis, headings, and bullet points. This ensures that spotlights are easy to read, attention-grabbing, and aligned with the company’s branding guidelines.

Acceptance Criteria
Slack Spotlight Message Display
Given a curated achievement is ready for dispatch When WinSpotlight formats the message for Slack Then the message contains a bold heading at the top Given the message is delivered Then each achievement detail appears as a bullet point prefixed by the designated emoji Given the company branding colors are defined When the template is applied Then the heading and emojis match the branding guidelines
Microsoft Teams Spotlight Message Display
Given a curated feedback item When WinSpotlight formats the message for Teams Then the message displays a heading using markdown for bold text Given multiple feedback points Then they appear as a numbered list with custom emojis Given company font and color specifications exist Then the template uses Teams-supported formatting to comply with branding
Branding Compliance Verification
Given the company’s branding guidelines When the template is generated Then the header fonts, emoji styles, and color codes match the branding spec Given a design audit Then no deviations from the approved style guide are present in the final message
Emoji Rendering Consistency
Given the set of approved emojis When the message is formatted Then each emoji appears correctly in all supported chat clients (Slack, Teams) Given an unsupported emoji code Then the system replaces it with a default, approved fallback emoji without breaking the layout
Mobile Chat View Optimization
Given a mobile chat client When the spotlight message is rendered Then the heading, emojis, and bullet points display without horizontal scrolling Given varying screen widths Then the template adjusts line breaks to maintain readability and visual hierarchy
Scheduled Posting
"As a team manager, I want to schedule automatic posting of spotlight summaries so that team achievements are celebrated consistently without me having to remember to post them."
Description

Allow managers to define schedules or event-based triggers for automatically posting WinSpotlight summaries to specified chat channels. Options include daily, weekly, or custom intervals, as well as immediate posting upon detecting a milestone, ensuring timely recognition without manual effort.

Acceptance Criteria
Daily WinSpotlight Summary
Given a manager has configured a daily schedule at a specified time When the scheduled time is reached Then the system posts the WinSpotlight summary to the designated chat channel within one minute
Weekly WinSpotlight Summary
Given a manager has set a weekly schedule on a chosen day and time When the specified day and time occur Then the system automatically publishes the WinSpotlight summary to the selected chat channel
Custom Interval WinSpotlight Summary
Given a manager defines a custom interval (e.g., every 3 days or every 2 hours) When each interval elapses Then the system sends the latest WinSpotlight summary to the configured chat channel without manual intervention
Event-Based Posting on Milestone
Given a milestone (e.g., 100th survey response or quarterly goal achieved) is detected by the system When the milestone threshold is reached Then an immediate WinSpotlight post is sent to the specified chat channel within two minutes of detection
Immediate Posting on Milestone Detection
Given the system identifies a high-impact milestone in real time When the milestone event occurs Then the WinSpotlight summary is posted instantly to the manager’s designated chat channel with no more than a 60-second delay
Customization Controls
"As an HR lead, I want to configure the criteria and channels for spotlights so that the automated feature aligns with our team’s communication preferences."
Description

Provide an admin interface for configuring spotlight criteria—such as minimum feedback count or sentiment threshold—selecting target chat channels, adjusting posting frequency, and manually approving or editing spotlights before publication. This flexibility ensures managers maintain control over what and when content is shared.

Acceptance Criteria
Sentiment Threshold Configuration
Given an admin enters a sentiment threshold value and clicks save, When the system validates the input, Then the threshold is stored and only feedback with sentiment scores at or above the value appears in the spotlight feed.
Target Chat Channel Selection
Given an admin selects one or more chat channels and confirms the selection, When the system saves the configuration, Then future spotlights are posted exclusively to the selected channels.
Posting Frequency Adjustment
Given an admin chooses a posting interval (e.g., daily, weekly) and applies it, When the system schedules spotlights, Then postings adhere to the new frequency without deviation.
Manual Approval of Spotlights
Given a new spotlight is generated, When the admin reviews it in the approval queue, Then the spotlight is held until the admin approves or rejects it.
Editing Spotlights Before Publication
Given a spotlight item is pending approval, When the admin edits its content and confirms changes, Then the updated spotlight is published with the revised text.

ActionSprint

Generates concise, step-by-step action plans based on the latest survey trends, guiding managers through targeted interventions to address dips in morale effectively.

Requirements

Trend Analysis Engine
"As a manager, I want the system to automatically detect emerging morale trends so that I can address team engagement issues before they escalate."
Description

Implement a backend component that continuously aggregates and analyzes incoming pulse survey data to detect significant trends and morale shifts. This engine should process survey results in real time, apply statistical algorithms to identify patterns (e.g., sustained dips in engagement), and flag notable changes. By automating trend detection, managers receive timely insights without manual data processing, enabling proactive interventions.

Acceptance Criteria
Sustained Morale Dip Alert
Given continuous survey responses over a 24-hour period showing a 10% or greater cumulative drop in team engagement, when processed by the Trend Analysis Engine, then an alert is generated and sent to the manager within 5 minutes of detection.
Positive Engagement Trend Recognition
Given survey data indicates a 15% increase in positive morale responses sustained over three consecutive surveys, when analyzed in real-time, then the engine flags the trend and logs a 'positive engagement' event.
Anomalous Survey Response Spike Detection
Given an unexpected spike or drop beyond two standard deviations from the rolling weekly average response rate, when the engine analyzes incoming data, then it highlights the anomaly and includes details of the deviation magnitude.
High Survey Volume Processing
Given a sudden influx of 1000+ survey responses within a 10-minute window, when the data is ingested, then the Trend Analysis Engine processes all records without performance degradation, completing analysis within 2 minutes.
Real-Time Statistical Pattern Recognition
Given new data points stream into the system every minute, when the statistical algorithms run, then the system updates trend visualizations and metrics on the dashboard within 60 seconds of data arrival.
Action Plan Generation Module
"As a manager, I want the system to generate actionable steps based on survey trends so that I can quickly implement strategies to boost team morale."
Description

Develop a rule-based engine that transforms detected survey trends into concise, step-by-step action plans. The module should leverage predefined intervention templates and contextual data (team size, past actions, severity of dip) to generate tailored guidance. Each plan must include clear objectives, recommended activities, responsible roles, and timelines. Seamless integration with the trend engine ensures guidance is always based on the freshest data.

Acceptance Criteria
Trend Data Ingestion Scenario
Given the trend engine detects a dip in team morale, when the module receives the data, then it initiates action plan generation within 2 seconds.
Template Selection Scenario
Given team size, past actions, and severity inputs, when generating an action plan, then the module selects the appropriate intervention template matching the context with at least 90% accuracy.
Action Plan Composition Scenario
When generating the plan, then the output includes clear objectives, a sequence of step-by-step recommended activities, assigned responsible roles, and specific timelines for each step.
Contextual Tailoring Scenario
Given a high-severity dip and a small team (<5 members), when generating the plan, then the module prioritizes urgent engagement activities and flags responsible roles accordingly.
Delivery Integration Scenario
When an action plan is generated, then it is pushed to the manager's chat interface within 5 seconds and logged in the system for tracking.
Customizable Plan Templates
"As a manager, I want to customize generated action plan templates so that the guidance it provides aligns with my team’s specific situation and culture."
Description

Provide a library of editable action plan templates that managers can customize to fit their team’s unique needs. Templates should support modular sections (communication, recognition, workload adjustment) and allow managers to tweak steps, add notes, or reassign responsibilities. This flexibility ensures that generated plans remain relevant, aligned with organizational culture, and adaptable to specific team contexts.

Acceptance Criteria
Manager Selects and Edits a Template
Given a manager is viewing the action plan library, When they select an editable template and modify the communication, recognition, and workload sections, Then the system saves the changes and updates the template in the library.
Manager Adds Custom Notes to a Plan
Given a manager is customizing a plan, When they add free-text notes in any module, Then the notes are stored, displayed in the plan preview, and included when exporting or sharing the plan.
Manager Reassigns Responsibilities
Given a manager is reviewing an action step, When they change the assigned user or team, Then the new assignment is reflected in the step details and notifications are sent to the new assignee.
Manager Rearranges Modular Sections
Given a manager views the plan template editor, When they drag and drop modular sections to reorder them, Then the new order is saved and remains consistent across sessions and exports.
Manager Exports Customized Plan
Given a manager has finalized customizations, When they export the plan as PDF or share via link, Then the exported document or link reflects all template edits, notes, reassignments, and section order.
Chat App Integration Interface
"As a manager, I want to receive and interact with action plans in my chat app so that I can seamlessly incorporate them into my daily workflow."
Description

Build front-end connectors to popular chat platforms (e.g., Slack, Microsoft Teams) for delivering action plans directly into managers’ workflows. The interface should support rich message formatting, interactive buttons (e.g., mark steps complete), and links to detailed views in the PulseSync dashboard. Embedding plans in chat apps ensures accessibility and encourages immediate engagement with recommended interventions.

Acceptance Criteria
Deliver Action Plan in Slack
Given a manager has connected their Slack workspace and subscribed to ActionSprint notifications When a new action plan is generated Then the plan appears in the designated Slack channel with proper headings, bullet lists, and due-date annotations
Deliver Action Plan in Microsoft Teams
Given a manager has authorized the PulseSync Teams app and selected a target team/channel When a new action plan is ready Then it is posted in Microsoft Teams with rich text formatting and adaptive cards
Interactive Step Completion
Given an action plan message with interactive ‘Mark Complete’ buttons When a manager clicks a step’s button Then the step’s status updates in real time in both the chat message and the PulseSync dashboard
Rich Formatting Verification
Given an action plan contains headings, numbered steps, links, and emojis When delivered to a chat app Then all formatting elements render correctly and maintain clickable link functionality
Deep Link to Dashboard Detail
Given an action plan summary in chat When a manager clicks the ‘View Details’ link Then they are directed to the corresponding plan detail page in the PulseSync dashboard with correct plan ID and context loaded
Feedback Loop & Analytics
"As a manager, I want to report on and review the outcomes of implemented action plans so that I can measure their impact and improve future interventions."
Description

Implement mechanisms for managers to provide feedback on the effectiveness of action plans and record outcomes. Capture metrics such as completion rates, time to resolution, and post-intervention survey results. Present aggregated analytics in the PulseSync dashboard to measure impact and refine future plan generation. This closed-loop system drives continuous improvement of both content and delivery.

Acceptance Criteria
Manager Submits Feedback on Action Plan Effectiveness
Given a completed action plan, when the manager submits feedback via the feedback form, then the system records the feedback message linked to the corresponding action plan ID with timestamp
System Calculates Action Plan Completion Rates
Given multiple action plans assigned, when actions are marked complete or incomplete, then the system calculates the completion rate as the ratio of completed actions to total actions and updates the metric in real time
System Records Time to Resolution
Given an intervention is initiated, when the corresponding action plan is fully implemented, then the system computes the time difference between plan assignment and completion and stores the time to resolution metric
System Integrates Post-Intervention Survey Results
Given a post-intervention pulse survey is conducted, when results are available, then the system associates survey scores with the related intervention and aggregates before-and-after metrics
Dashboard Displays Aggregated Feedback and Metrics
Given captured feedback and metrics, when the manager accesses the analytics dashboard, then the system displays charts and tables showing completion rates, time to resolution, and survey result changes with filtering options by team and time period

PulseScheduler

Offers flexible scheduling controls for tip delivery, allowing managers to set preferred days, times, and frequencies to align with team routines and maximize engagement.

Requirements

Custom Schedule Creation
"As a team manager, I want to define exact days and times for pulse surveys so that I can align survey delivery with my team’s work patterns and maximize response rates."
Description

Enable managers to define specific delivery schedules by selecting preferred days of the week, times of day, and frequency intervals for pulse surveys. The feature should provide an intuitive UI in the manager dashboard for building one-off or recurring schedules, with real-time validation of selections. Upon implementation, managers will be able to tailor survey delivery to match team availability, increasing participation rates and engagement insights.

Acceptance Criteria
One-Time Pulse Survey Schedule
Given the manager selects a specific future date and time for a one-time pulse survey, When saving the schedule, Then the system validates the date/time are in the future and displays a confirmation of successful creation.
Weekly Recurring Schedule Setup
Given the manager chooses multiple days of the week and a time slot with a weekly frequency, When saving, Then the system creates recurring survey schedules on the selected days at the chosen time for the next 12 months.
Frequency Interval Validation
Given the manager enters a frequency interval outside the allowed range (minimum 1 day, maximum 30 days), When attempting to save, Then the system displays a validation error and prevents the schedule from being created.
Real-Time Input Validation Feedback
Given the manager interacts with the schedule builder and selects invalid date/time combinations (e.g., end date before start date), When the input changes, Then the UI highlights the invalid fields and displays contextual error messages without a page reload.
Viewing and Editing Existing Schedule
Given the manager navigates to an existing schedule detail and modifies days, time, or frequency, When saving the changes, Then updates are immediately reflected in the schedule list with a success message and linked survey deliveries adjust accordingly.
Time Zone Awareness
"As a regional manager, I want surveys to be delivered according to each team member’s local time zone so that the surveys reach them during their working hours regardless of where they are located."
Description

Support global teams by automatically handling time zone conversions for scheduled deliveries. The scheduler must detect each recipient’s local time zone or allow managers to specify the target time zone, ensuring surveys arrive at the intended local times. This capability will prevent off-hour notifications, reduce survey fatigue, and improve overall engagement across distributed teams.

Acceptance Criteria
Automatic Time Zone Detection for Recipients
Given a manager schedules a survey for a specific local time without manual time zone input, When the scheduler processes deliveries, Then the system must automatically detect each recipient’s time zone and schedule the survey at the equivalent local time.
Manual Time Zone Override by Manager
Given a manager explicitly selects a target time zone for a survey delivery, When the schedule is saved, Then the system must send the survey at the specified local time in that chosen time zone for all recipients.
Conflict Resolution for Off-Hours Deliveries
Given a scheduled survey time falls outside a recipient’s defined working hours, When the scheduler prepares the delivery, Then the system must notify the manager of the conflict and suggest the next available working hour time slot.
Daylight Saving Time Adjustment
Given a scheduled recurring survey spans a daylight saving time change, When the delivery date crosses the DST transition, Then the system must adjust the delivery time so that it remains consistent in the recipient’s local time.
Group Scheduling Across Multiple Time Zones
Given a manager schedules a survey for a group of recipients in mixed time zones, When the schedule is executed, Then the system must calculate and confirm each individual’s delivery time according to their local zone and provide a summary report.
Advanced Recurrence Patterns
"As an HR lead, I want to set pulse surveys to recur every second Thursday of the month so that I maintain a consistent check-in schedule without manual intervention."
Description

Offer a range of recurrence options including weekly, bi-weekly, monthly on specific dates or weekdays, and customizable intervals. Managers should be able to select preset patterns or build custom recurrence rules. The system must visually display upcoming delivery dates and allow on-the-fly adjustments. This flexibility ensures sustained engagement through consistent, predictable survey cadences.

Acceptance Criteria
Weekly Recurrence Preset
Given a manager selects the “Weekly” preset and chooses specific weekdays and times, when the manager saves the schedule, then surveys are scheduled on each selected weekday at the specified time; and the system displays the next four delivery dates in the schedule overview.
Custom Interval Configuration
Given a manager defines a custom interval (e.g., every 3 weeks on Fridays at 2:00 PM), when the manager saves this setting, then the system schedules surveys at the correct 3-week intervals on Fridays at 2:00 PM; and the next four dates appear correctly in the upcoming dates list.
Monthly Specific Date Selection
Given a manager selects a monthly recurrence on a specific day of the month (e.g., the 15th at 9:00 AM), when the manager confirms the schedule, then surveys are scheduled on the 15th of each month at 9:00 AM; and the display lists the next four monthly dates accordingly.
Upcoming Delivery Dates Visualization
When any recurrence rule is defined or modified, then the system lists at least the next six scheduled delivery dates in chronological order, each showing day of week, date, and time; and updates this list instantly upon any rule change.
On-the-fly Adjustment of Recurrence
Given an existing recurrence schedule, when a manager edits frequency, days, or times and saves changes, then the system recalculates all future delivery dates based on the new rules; and updates the display and notification triggers without requiring a full reschedule.
Schedule Override and Pause
"As a project manager, I want to pause scheduled pulse surveys during a critical release week so that my team isn’t disrupted by routine check-ins when focus is essential."
Description

Allow managers to temporarily suspend, resume, or override existing schedules without losing configuration data. The interface should include options to pause deliveries for holiday periods or project sprints and resume at a later date. Overrides should permit one-time ad-hoc deliveries. This feature prevents survey overload during sensitive periods and retains schedule integrity.

Acceptance Criteria
Pause Scheduled Survey for Holiday
Given a manager with an active survey schedule When the manager selects 'Pause' and sets a holiday start and end date Then all survey deliveries are suspended during the specified date range
Resume Survey Delivery After Pause
Given a previously paused schedule When the manager selects 'Resume' on the paused schedule Then survey deliveries restart at the next scheduled date and time without losing prior configuration
One-Time Ad-Hoc Survey Override
Given an existing survey schedule When the manager triggers a one-time 'Override' delivery for a chosen date and time Then a single survey is delivered at the specified override time without altering the existing schedule
Override Delivery on Non-Scheduled Day
Given a schedule with specific delivery days When the manager selects an override delivery on a non-scheduled day Then the survey is delivered on that day and the original schedule remains unchanged
Pause Delivery Outside Allowed Range Blocked
Given a manager attempting to pause surveys When the manager sets a pause range exceeding one year Then the system prevents the action and displays a validation error message
Conflict Detection and Alerts
"As an operations manager, I want to be notified if two pulse schedules overlap for the same team so that I can adjust the timings and avoid survey fatigue."
Description

Implement real-time conflict detection that scans for overlapping schedules or delivery times that could overwhelm recipients. The system should flag conflicts upon schedule creation or modification and provide actionable alerts with suggestions for resolution. By preventing duplicate or back-to-back survey deliveries, the feature maintains a respectful communication cadence.

Acceptance Criteria
Overlapping Schedule Creation
Given a manager attempts to create two pulse schedules for the same team with overlapping delivery windows, when the manager clicks save, then the system displays a conflict alert specifying the overlapping schedules and prevents saving until one is adjusted.
Back-to-Back Survey Scheduling
Given a manager sets two surveys for the same team within a defined minimum interval (e.g., less than 2 hours apart), when the manager confirms the schedule, then the system warns of potential recipient fatigue and requires explicit override confirmation before accepting the schedule.
Conflict Upon Modification
Given an existing non-conflicting schedule, when the manager edits its delivery time to overlap with another existing schedule, then the system immediately flags the conflict, highlights both schedules in the UI, and prompts for resolution.
Automatic Resolution Suggestion
Given a conflict is detected between two or more schedules, when the manager views the conflict alert, then the system suggests the next three nearest non-conflicting delivery slots based on team availability and manager preferences.
Conflict Detection on Import
Given a bulk import of schedules via CSV, when the import process completes, then the system automatically scans for overlapping entries, lists any conflicts in a summary report, and prevents import completion until conflicts are resolved or explicitly overridden.
Predefined Scheduling Templates
"As a new manager, I want to apply a prebuilt weekly check-in schedule so that I can quickly set up regular pulse surveys without configuring every detail."
Description

Provide a library of common scheduling templates—such as daily stand-up, weekly check-in, and monthly deep dive—that managers can apply with one click. Templates should be customizable and saved as manager-specific defaults. This feature accelerates setup, promotes best practices, and lowers the barrier to entry for new users.

Acceptance Criteria
One-Click Template Application
Given a manager is on the PulseScheduler setup page When they click on a predefined scheduling template Then the day, time, and frequency fields must automatically populate with the template’s settings
Template Customization and Save
Given a manager applies a predefined template When they modify the delivery days, times, or frequency and choose “Save as Default” Then the customized template must be stored under their profile as the new default
Default Template Pre-Selection
Given a manager who has previously saved a default template When they create a new schedule Then the system must pre-select and display their saved default template settings
Template Library Visibility
Given a manager accesses the scheduling interface When they open the templates library Then they must see both the common predefined templates and any manager-specific saved defaults
Rename and Delete Custom Templates
Given a manager views their saved templates When they choose to rename or delete a custom template Then the selected template must update or be removed from their manager-specific library immediately

FeedbackLoop

Collects quick manager reactions to each tip via in-chat prompts, refining the bot’s future recommendations and ensuring continuous improvement in tip relevance and impact.

Requirements

In-Chat Reaction Prompt
"As a manager, I want to quickly react to each tip with a one-click prompt in my chat so that I can provide immediate feedback without leaving my conversation context."
Description

Display an interactive, one-click feedback prompt immediately after each tip within the chat interface, enabling managers to select their reaction without disrupting their workflow. The prompt should use native chat UI elements, appear contextually below the delivered tip, and encourage timely responses to improve data collection and user engagement.

Acceptance Criteria
Manager Receives Tip and Prompt
Given a tip is delivered in chat, when the tip concludes, a feedback prompt with reaction options (e.g., 👍, 👎, 🤷) appears contextually below the tip within 2 seconds.
Manager Reacts to Prompt
Given the feedback prompt is displayed, when the manager selects a reaction, the selection is recorded and an in-chat confirmation message appears within 1 second.
No Workflow Disruption
Given the chat interface is active, when the prompt appears, it does not obscure input fields, pop over other messages, or require page reload/navigation.
Sequential Tip Prompts
Given multiple tips are delivered in a session, when each tip appears, it generates its own isolated feedback prompt allowing separate reactions for each tip.
Native UI Accessibility
Given usage on both desktop and mobile, when the prompt is displayed, it employs native chat UI elements (buttons) and supports keyboard navigation and screen reader announcements.
Configurable Reaction Option Set
"As a manager, I want a clear set of reaction options such as thumbs up or thumbs down so that I can accurately convey my opinion on each tip."
Description

Offer a configurable set of reaction options—such as thumbs up, thumbs down, predefined sentiment tags, or custom emojis—that managers can choose from to express nuanced feedback. Options should be manageable via admin settings to accommodate evolving sentiment categories and organizational preferences.

Acceptance Criteria
Admin Adds Custom Reaction Option
Given an admin user is on the Reaction Settings page, when they add a new custom emoji with a unique identifier and save, then the new reaction option appears in the list and persists after page reload.
Admin Removes Existing Reaction Option
Given an admin user is on the Reaction Settings page, when they delete an existing reaction option and confirm, then the option is removed from the list and cannot be selected in new surveys while retaining its historical data.
Manager Views Configured Reaction Options
Given a manager receives a tip in chat, when the one-click reaction prompt is displayed, then it shows the full set of configured options (predefined sentiment tags, thumbs up/down, and custom emojis) in the correct order.
No Duplicate Reaction Options Allowed
Given an admin attempts to add or rename a reaction option, when the new label or emoji code duplicates an existing one, then the system prevents the action and displays the error message 'Duplicate reaction option not allowed'.
Configuration Changes Apply in Real-Time
Given the reaction configuration is updated in admin settings, when any manager triggers a new tip after the change, then the reaction prompt reflects the updated options immediately without requiring a page reload.
Feedback Data Capture and Storage
"As a product owner, I want each reaction stored securely with timestamp and tip association so that I can analyze feedback trends and improve recommendations."
Description

Securely capture each reaction entry with associated metadata—timestamp, tip identifier, and anonymized manager segment—and store it in a centralized database. Ensure data integrity, confidentiality, and scalability to support real-time analytics and historical trend analysis.

Acceptance Criteria
Manager Reaction Submission
Given a manager clicks a reaction prompt in the chat app When the reaction is submitted Then the system records an entry with the reaction value, associated tip identifier, anonymized manager segment, and accurate UTC timestamp
Metadata Association
Given a reaction entry is recorded When storing the entry in the database Then the entry must include fields for tip identifier, anonymized manager segment, and timestamp, each validated for correct format and non-null values
Data Encryption at Rest
Given a reaction entry is saved When the data is written to the centralized database Then the entry payload must be encrypted at rest using AES-256 encryption standard
High-Volume Data Ingestion
Given the system receives simultaneous reaction submissions at peak load (≥1000 reactions/sec) When the data ingestion process runs Then no data loss occurs and average write latency remains under 200ms
Historical Trend Retrieval
Given an analytics request for reaction trends over a date range When the query is executed Then the system returns accurate aggregated counts and timestamps sorted chronologically within 2 seconds
Adaptive Recommendation Engine
"As a manager, I want the tips I receive to become more relevant over time based on my feedback so that I can get personalized and impactful suggestions."
Description

Implement an adaptive algorithm that ingests reaction data to refine tip selection and ranking for each manager cohort. Continuously retrain the model with new feedback to increase personalization and relevance, ensuring that recommendations evolve in alignment with manager preferences and engagement outcomes.

Acceptance Criteria
Personalized Tip Ranking Initialization
Given initial reaction dataset, when the engine generates tip rankings, then it orders tips by descending positive reaction rate for each manager cohort.
Dynamic Model Retraining Trigger
Given 50 new reactions received, when retraining is triggered, then the updated model incorporates these reactions within 5 minutes and updates future tip rankings.
Recommendation Relevance Improvement
Given weekly engagement metrics, when comparing current and previous week, then the relevance score improves by at least 10% for active manager cohorts.
Cohort-Specific Recommendations Validation
Given two distinct manager cohorts, when generating recommendations, then each cohort receives tip rankings that differ by at least 30% in top 10 tips based on their unique reaction patterns.
System Scalability Under Load
Given 1000 concurrent reaction submissions, when retraining is initiated, then system latency remains below 2 seconds per request and no errors occur.
Feedback Analytics Reporting
"As an HR lead, I want a dashboard showing aggregated feedback metrics so that I can identify which tips are most effective and address engagement issues."
Description

Develop a reporting dashboard within the admin console that visualizes aggregated feedback metrics, including reaction distributions, tip performance trends over time, and sentiment heatmaps. Include filters for teams, time periods, and sentiment categories to support data-driven decision-making by HR leads and managers.

Acceptance Criteria
Viewing Aggregated Reaction Distributions
Given the admin is on the Feedback Analytics Dashboard, when the data loads, then the reaction distribution pie chart displays each reaction type with correct percentage and count values.
Filtering Tip Performance Trends by Time Period
Given the admin selects a time period filter, when the filter is applied, then the tip performance line chart updates to display only data within the selected range.
Applying Team and Sentiment Category Filters
Given the admin applies team and sentiment category filters, when the filters are set, then all dashboard widgets refresh to show metrics only for the chosen teams and sentiment categories.
Interacting with Sentiment Heatmap
Given the admin hovers over a sentiment heatmap cell, when the hover action occurs, then a tooltip appears displaying the corresponding sentiment score and entry count for that team and time period.
Exporting Filtered Analytics Data
Given the admin clicks the export button, when the export request is confirmed, then a CSV file is generated and downloaded containing the current filtered dataset with correct headers and values.
User Privacy and Opt-out Controls
"As a manager, I want to opt out of feedback prompts and know how my data is used so that my privacy is respected."
Description

Provide managers with privacy settings to view data usage policies, opt out of feedback prompts, or disable data sharing. Ensure compliance with organizational and regulatory requirements, and communicate transparency around how collected feedback will be stored, analyzed, and utilized.

Acceptance Criteria
Viewing Data Usage Policy
Given the manager accesses the Privacy Settings page, When they click the Data Usage Policy link, Then a modal opens displaying the full policy text, And the modal can be closed.
Opting Out of Feedback Prompts
Given the manager is on the Feedback Preferences section, When they toggle off feedback prompts, Then no further in-chat prompts are sent for at least 30 days.
Disabling Data Sharing
Given the manager visits Data Sharing controls, When they disable data sharing, Then all future feedback responses are stored anonymously and not linked to their manager ID.
Confirmation of Privacy Setting Changes
Given the manager modifies any privacy setting, When they save changes, Then a confirmation message appears in the chat app and an email is sent confirming the update.
Automatic Notification of Policy Updates
Given a new Data Usage Policy version is published, When the manager next opens the Privacy Settings, Then an alert banner displays the update date and link to the revised policy, And acknowledgement is required before proceeding.

Regional Calendar Integrator

Automatically syncs with local public holiday, weekend, and company event calendars for each region, ensuring surveys are never sent during non-working days and maximizing response rates by respecting local schedules.

Requirements

Calendar API Integration
"As a system administrator, I want the system to automatically connect to each region’s public holiday and event calendars so that surveys never get sent on non-working days, maximizing response rates."
Description

Establish secure, reliable connections to local public holiday and event calendars for each supported region via industry-standard APIs or data providers. This integration should automatically fetch and parse calendar data, ensuring up-to-date information on regional holidays, weekends, and company events. The feature must support multiple calendar sources, handle authentication, pagination, and rate limits, and seamlessly integrate with PulseSync’s scheduling engine to prevent survey dispatch on non-working days.

Acceptance Criteria
Public Holiday Data Retrieval
Given valid region code and API credentials when requesting public holiday data then the system retrieves holiday dates for at least the upcoming 12 months and stores them in ISO 8601 format
Weekend Exclusion Scheduling
When generating the survey schedule then the system excludes all dates that fall on the region’s defined weekend days
Company Event Calendar Integration
Given a company event calendar source when syncing events then the system imports events occurring in the next 6 months and marks them as non-working days in the scheduler
API Rate Limit and Pagination Handling
When calendar API returns paginated results then the system sequentially follows pagination links to retrieve all pages within rate limits and logs any rate limit warnings without failing
Authentication Error Notification
Given expired or invalid API credentials when attempting to connect to the calendar API then the system logs an authentication error and triggers an alert notification to the admin within 5 minutes
Regional Time Zone & Locale Detection
"As a team manager, I want the system to recognize each user’s region and time zone so that the appropriate local calendar is applied when scheduling surveys."
Description

Implement logic to detect and store each user’s region, locale, and time zone based on profile settings or IP geolocation. This requirement ensures that the correct regional calendar is applied for each user group. The detection must handle daylight savings adjustments, locale-specific weekend definitions, and fall back gracefully for users with missing or ambiguous data.

Acceptance Criteria
Detect User Region from Profile Settings
Given a user has set their region, locale, and time zone in their profile, when they log in, then the system persists these values correctly in the user database including daylight savings adjustments.
Handle Daylight Savings Time Transitions
Given a user’s region observes daylight savings time, when the region’s DST transition date occurs, then the system automatically updates the user’s stored time zone offset and logs the change.
Fallback for Missing or Ambiguous Location Data
Given a user profile lacks region or locale settings and geolocation data is ambiguous or unavailable, when detection runs, then the system defaults the user’s time zone to UTC and flags the profile for manual review.
Apply Locale-Specific Weekend Definitions
Given the locale-specific weekend days differ from Saturday/Sunday, when calculating non-working days for survey scheduling, then the system uses the locale’s weekend definitions to prevent survey delivery on those days.
Resolve Conflicts between Profile and IP Geolocation
Given a discrepancy between profile-defined region and IP-derived location, when conflict is detected, then the system prioritizes the profile settings, uses them for calendar selection, and logs the override decision.
Non-Working Day Filtering Logic
"As an HR lead, I want surveys to automatically skip local non-working days so that recipients only receive surveys on days they are working, improving engagement."
Description

Develop rule-based filtering that excludes weekends, public holidays, and designated company events from the survey scheduling workflow. The logic should merge data from multiple calendar sources, resolve conflicts (e.g., overlapping events), and produce a consolidated list of valid working days. It must integrate with PulseSync’s scheduling engine to automatically adjust survey dates to the next available working day.

Acceptance Criteria
Weekend Exclusion
Given a survey is scheduled on a Saturday or Sunday, When the scheduling engine applies the non-working day filter, Then the survey date is automatically moved to the next valid working day (Monday).
Public Holiday Exclusion
Given a regional public holiday falls on the scheduled survey date, When the filter processes integrated public holiday calendars, Then the survey is rescheduled to the next available working day in the same region.
Company Event Exclusion
Given a designated company event spans the scheduled survey date, When the event data is merged into the non-working day list, Then the survey date is deferred until the next valid working day after the event.
Overlapping Event Resolution
Given multiple non-working entries (e.g., a public holiday and a company event) overlap on the same date, When the system resolves calendar conflicts, Then that date is excluded and surveys move to the next available non-conflicting working day.
Multi-Calendar Data Merge
Given calendar data from regional holidays, weekends, and company events are imported, When the system consolidates these sources, Then the output list contains a unique, de-duplicated set of non-working days per region.
Automatic Date Adjustment
Given a consolidated valid working day list is available, When the scheduling engine assigns survey dates, Then all surveys are scheduled only on valid working days for each user’s region without manual intervention.
Recurring Calendar Synchronization Scheduler
"As a system administrator, I want the regional calendars to synchronize automatically on a daily basis so that any updates to public holidays or company events are reflected in the survey schedule without manual intervention."
Description

Create a background scheduler that periodically (e.g., nightly) refreshes calendar data for all configured regions. The scheduler must be configurable for frequency, support incremental updates to minimize data transfer, and include mechanisms for retry on transient failures. It should log synchronization results, track data versioning, and trigger alerts on critical errors.

Acceptance Criteria
Daily Scheduled Sync Execution
Given the scheduler is enabled with a nightly execution time of 02:00 UTC When the system clock reaches 02:00 UTC Then the scheduler initiates a full calendar synchronization for all configured regions And logs the start and end timestamp of the job
Frequency Configuration Update
Given an administrator updates the synchronization frequency to every 6 hours When the configuration is saved Then the scheduler adapts its next run interval to 6 hours And the change is reflected in the scheduler’s next execution metadata
Incremental Update Handling
Given the scheduler has a recorded last successful sync timestamp When synchronization runs Then only calendar events created or modified after the last successful sync timestamp are fetched And the data transfer payload size is reduced compared to a full sync
Transient Failure Retry Mechanism
Given the synchronization attempt fails due to a transient network error When the error is detected Then the scheduler retries the synchronization up to 3 times with exponential backoff And logs each retry attempt and its outcome
Error Logging and Alerting
Given a synchronization job fails after all retry attempts When the failure is identified as critical (e.g., 5xx API error) Then an alert is sent to the monitoring dashboard and notified to the on-call team And a detailed error report is logged with stack trace, region, and timestamp
Admin Configuration Dashboard
"As a product administrator, I want an intuitive dashboard to configure and monitor regional calendar integrations so that I can ensure surveys respect local schedules without developer support."
Description

Provide a user interface within the PulseSync admin portal for managing regional calendar settings. Admins should be able to enable/disable specific regions, select calendar sources, adjust synchronization frequency, and view synchronization status. The dashboard must include validation for region-code inputs, display recent sync logs, and allow manual sync triggers.

Acceptance Criteria
Enable and Disable Regions
Given the admin toggles the 'Enabled' switch for a region and clicks 'Save', when the server responds with success, then the region's enabled status is persisted, the Enabled Regions list updates accordingly, and a confirmation message is displayed.
Select Calendar Sources
Given the admin selects one or more calendar sources from the dropdown for a region and clicks 'Save', then only events from the selected sources are synced, and the selected sources are shown in the region's configuration summary.
Adjust Synchronization Frequency
Given the admin sets a synchronization interval between 1 and 24 hours and clicks 'Save', then the system schedules automatic syncs at the specified interval and updates the 'Next Sync' timestamp accordingly.
Validate Region-Code Inputs
Given the admin enters a region code that does not conform to ISO 3166-1 alpha-2 format and attempts to save, then an inline validation error is displayed below the input field, and the configuration is not saved until a valid code is entered.
View Recent Sync Logs
Given the admin navigates to the 'Sync Logs' section, then the 10 most recent sync operations display with timestamps, status (Success/Failure), and source details, sorted by most recent first.
Manual Synchronization Trigger
Given the admin clicks the 'Sync Now' button for a region, then the system initiates an immediate sync, upon completion updates the 'Last Sync' timestamp, and appends a new 'Success' or 'Failure' entry in the sync logs.
Error Handling & Alerting
"As a system administrator, I want to be notified immediately if any calendar synchronization fails so that I can address issues before they impact survey delivery."
Description

Implement comprehensive error handling for calendar integration processes. The system should catch authentication failures, network errors, data parsing issues, and conflicts between calendar sources. On critical failures, send real-time alerts to administrators via email or in-app notifications with diagnostic details. Provide retry logic for transient errors and fallback behaviors to prevent survey scheduling disruption.

Acceptance Criteria
Authentication Failure Notification
Given an authentication failure occurs during calendar sync due to invalid credentials, when the system detects the failure, then it sends a detailed real-time alert to administrators via email and in-app notification including timestamp, region, and error code; logs the failure in the audit log; and prevents survey scheduling until credentials are restored.
Network Error Retry Mechanism
Given a transient network error occurs during calendar sync, when the system encounters the error, then it automatically retries the sync up to 3 times with exponential backoff; logs each attempt; and if all retries fail, sends an alert to administrators and schedules the next sync at the next interval without disrupting survey scheduling.
Data Parsing Fallback
Given malformed calendar data is received, when the parser fails to parse events for a region, then the system logs the parsing error with details of the problematic event; applies a fallback by using cached calendar data up to 7 days old; and sends an alert to administrators indicating the parsing issue and fallback activation.
Calendar Source Conflict Resolution
Given conflicting events between public holidays and company events calendars, when the conflict is detected during sync, then the system applies priority rules (company events over public holidays), logs the conflict resolution decision, and sends an alert to administrators summarizing the conflicting entries and final schedule.
Critical Failure Admin Alert
Given any critical error (authentication, network, or parsing) persists beyond retries, when the system marks the calendar integration as failed, then it sends a high-priority alert to administrators with diagnostic details, disables survey scheduling for the affected region, and provides a link to remediation steps in the notification.

Smart Slot Finder

Analyzes historical response patterns and individual working hours to identify optimal survey windows in each time zone, boosting participation by delivering surveys when team members are most likely to engage.

Requirements

Time Zone Data Integration
"As a remote team manager, I want the system to know my team’s time zones so that survey timings are adjusted to their local times."
Description

Integrate and standardize users’ time zone information by syncing with user profiles and external time zone databases to ensure accurate local time calculations across all regions.

Acceptance Criteria
New User Onboarding Time Zone Assignment
Given a new user completes profile setup, When the user selects their location or device timezone, Then the system fetches the timezone data from the external database and assigns the correct UTC offset in the user profile.
Profile Time Zone Update Sync
Given an existing user updates their time zone in the application settings, When the change is saved, Then the system updates the user’s timezone in both the internal profile and external database within 2 seconds, and applies the updated offset to subsequent survey scheduling.
External Database Validation
Given the system retrieves timezone data from the external database, When the data is received, Then the system validates that the timezone string follows the IANA format (e.g., "Region/City") and contains a valid UTC offset, rejecting any malformed entries with an error log.
Historical Data Standardization
Given legacy user records contain non-standard timezone entries, When the migration script runs, Then it maps and updates all legacy entries to IANA-compliant timezone identifiers and logs any unmapped entries for manual review.
Cross-Region Survey Scheduling
Given a team with members across multiple time zones, When scheduling a survey window, Then the system calculates each member’s local time using the standardized timezone data and delivers the survey at the designated local time in each region.
Historical Response Analysis
"As an HR lead, I want the system to analyze past survey responses to identify when my team is most responsive so that future surveys yield higher participation."
Description

Analyze past survey response timestamps at individual and team levels using data processing and machine learning to identify peak engagement periods and response trends.

Acceptance Criteria
Team-Level Peak Engagement Window Analysis
Given at least six months of historical survey timestamps for Team A When analysis is executed for Team A Then the system identifies the top three one-hour windows with the highest average response rate; The computed response rates have an accuracy within ±0.5% of actual data; The output lists each window in both UTC and the team’s local time zone
Individual Response Pattern Identification
Given a user with a minimum of twenty past survey responses When individual pattern analysis is initiated for that user Then the system returns the top two daily time windows where the user’s response probability is ≥ 70%; Analysis completes within five seconds per user; Results include local time, day of week, and probability score
Cross-Timezone Pattern Synthesis
Given a distributed team spanning multiple time zones When pattern synthesis is performed Then the system normalizes all timestamps to each user’s local time and groups results by time zone; Peak windows per time zone grouping are identified; Daylight Saving Time shifts are correctly accounted for
Anomaly Detection in Response Trends
Given six months of team response data When anomaly detection runs Then any daily time window with response volume deviating more than two standard deviations from the historical mean is flagged; Each flagged anomaly includes date, time window, deviation magnitude, and affected user count
Model Integration and Prediction Validation
Given the processed historical dataset When the ML model predicts next week’s peak survey windows Then predicted windows overlap at least 75% with historically identified peaks; Predictions are generated within ten seconds; Prediction accuracy is validated against a holdout set with precision and recall ≥ 80%
Working Hours Customization
"As a team member, I want to set my working hours so that surveys are scheduled only during my active time."
Description

Allow each user to define preferred working hours and blackout periods, with options to import calendar availability, ensuring surveys are only scheduled during active hours.

Acceptance Criteria
Manual Working Hours Definition
Given a user accesses the working hours settings page When the user sets start and end times for each weekday within valid ranges and clicks Save Then the system persists these hours and applies them to all future survey scheduling
Calendar Availability Import
Given a user initiates calendar availability import When the user authorizes access to their external calendar Then the system fetches busy/free slots, maps them to working hours, and displays a confirmation of successful import with no scheduling conflicts
Blackout Period Enforcement
Given a user defines one or more blackout periods When a survey is scheduled within any blackout period Then the system skips those times and automatically reschedules the survey to the next available working hours slot
Survey Scheduling Within Active Hours
Given team members across multiple time zones each with defined working hours When the system calculates optimal survey slots Then each survey is scheduled within the intersection of each member’s working hours and the highest engagement window
Time Zone Change Handling
Given a user updates their time zone in profile settings When the change is saved Then the system recalculates all defined working hours and blackout periods in the new time zone and adjusts any pending survey schedules accordingly
Survey Timing Recommendation Engine
"As a SaaS team manager, I want the system to recommend the best times to send surveys so participation increases."
Description

Combine time zone data, working hours, and historical engagement patterns to generate prioritized survey delivery windows that maximize response rates.

Acceptance Criteria
Peak Hour Optimization
Given historical response data across multiple time zones, When generating recommendations, Then the engine must identify the top three one-hour windows per time zone with an average response rate ≥75%
Respecting Individual Working Hours
Given employees’ defined working hours, When proposing time slots, Then the engine must exclude any windows outside each user’s working hours
Automated Recommendation Notification
Given a completed recommendation run, When results are available, Then the system must send a chat notification to the manager listing recommended delivery windows with associated time zones
Priority Ranking Display
Given multiple candidate windows, When displaying recommendations, Then the engine must sort and label them by descending predicted response rate
Fallback Time Slot Selection
Given insufficient historical data for a time zone, When generating recommendations, Then the engine must default to the local 10:00 AM time slot and clearly mark it as a fallback suggestion
Real-Time Slot Adjustment
"As an HR lead, I want the system to adjust survey timings in real time so that I can maintain high engagement despite unexpected schedule changes."
Description

Monitor ongoing survey performance metrics and dynamically adjust upcoming survey slots in response to sudden engagement drops, holidays, or organizational events.

Acceptance Criteria
Adjusting for Sudden Engagement Drop
Given a 20% drop in response rate over the last two pulses, when detected by the system, then the next survey is rescheduled to the highest-engagement slot within the next available 24-hour period and the manager is notified of the change.
Accommodating Upcoming Holiday Periods
Given a recognized public holiday in a team member's timezone within the next survey interval, when the calendar integration flags the date, then the survey slot is automatically shifted to the preceding or following optimal window, ensuring at least 12 hours' notice, and the change is logged.
Responding to Organizational Events
Given an all-hands meeting event added to the company calendar during a scheduled survey slot, when detected, then the system moves the survey to the next highest engagement slot on the same day and sends alerts to HR leads.
Maintaining Minimum Adjustment Lead Time
Given any detected engagement drop or event, when calculating a slot adjustment, then the system must schedule the new slot at least 4 hours before it is sent and refuse adjustments that violate this lead time.
Verifying User Notifications Post-Adjustment
Given a slot adjustment occurs, when the new slot is confirmed, then all affected team members receive a notification in the chat app 1 hour before the survey launch with details of the new time.

Staggered Delivery

Spreads out survey dispatch times across regions in short intervals to avoid chat overload and ensure each team receives the survey at its peak local work hour without creating notification bottlenecks.

Requirements

Time Zone Mapping
"As a team manager, I want the system to recognize my team members' time zones so that surveys are sent during their local working hours."
Description

The system must automatically detect and map each team member's local time zone based on their profile or device settings. This mapping ensures that pulse surveys are scheduled and dispatched at appropriate local times for all users. The feature integrates with the user management service to retrieve time zone data and uses it to calculate dispatch offsets for staggered delivery.

Acceptance Criteria
Initial Time Zone Detection
Given a new user profile is created with ‘Europe/London’ time zone, when the profile is saved, then the system stores ‘Europe/London’ in the time zone mapping table; The system retrieves time zone data from the user management service within 500ms with HTTP 200; The mapping is associated with the user’s unique ID in the database.
Device Time Zone Override
Given an existing user logs in from a device reporting ‘Asia/Tokyo’ time zone, when the device time zone differs from the profile time zone, then the system updates the mapping to ‘Asia/Tokyo’; The updated time zone mapping triggers a re-calculation of dispatch offset within 5 seconds.
Handling Missing Time Zone Data
Given a user has no time zone in profile or device settings, when the system attempts to schedule a survey, then the system defaults to the team’s primary time zone (UTC); The system logs a warning with code ‘TZ-DEFAULT’ in the dashboard.
Batch Survey Scheduling
Given 1000 users across various time zones, when the scheduler runs, then each user’s survey is queued for dispatch within their local 10:00 AM–4:00 PM window; No more than 100 surveys are dispatched per minute to any single region tag; Logs show correct offset calculations for at least 99.9% of users.
Daylight Saving Time Adjustment
Given a user’s time zone enters DST, when the date crosses the DST boundary, then the system recalculates the dispatch offset to reflect the DST change before the next survey cycle; The recalculation occurs automatically at midnight UTC one day prior to the boundary.
API Failure Fallback
Given the user management service API returns a 5xx error, when the system retrieves time zone data, then it retries up to 3 times with exponential backoff; If still failing, the system uses the last known mapping or defaults to UTC and logs an error code ‘TZ-API-FAIL’.
Regional Dispatch Scheduler
"As an HR lead, I want surveys to be sent in staggered intervals across regions so that no single region experiences chat overload."
Description

Implement a scheduler that groups users by region and assigns dispatch windows in configurable intervals. The scheduler should support defining interval lengths, maximum messages per interval, and dynamic adjustments based on regional feedback. It integrates with the delivery engine to control the send queue and prevent notification spikes.

Acceptance Criteria
Assign Dispatch Windows by Region Configuration
Given regions and a configurable interval length, when the scheduler runs, then each region is assigned a unique dispatch window equal to the interval length with no overlap between regions.
Limit Messages Per Interval Enforcement
Given a maximum messages-per-interval setting, when the scheduler queues surveys, then no more than the configured maximum messages are scheduled for dispatch in any single interval for any region.
Dynamic Adjustment Based on Regional Feedback
Given incoming regional feedback indicating notification overload, when feedback is analyzed, then the scheduler adjusts upcoming interval sizes or message allocations to reduce per-interval volume by the defined adjustment threshold.
Integration with Delivery Engine Control
Given the scheduler’s dispatch queue and the delivery engine API, when messages are forwarded for dispatch, then the delivery engine only accepts and sends messages within their scheduled intervals and rejects any out-of-window requests.
Staggered Dispatch Across Peak Local Work Hours
Given each region’s peak local work hour window, when building the dispatch schedule, then the scheduler aligns each region’s survey send time to fall fully within its configured peak hours.
Peak Work Hour Configuration
"As an HR lead, I want to set peak hours for different regions so that surveys arrive when teams are most responsive."
Description

Provide an admin interface for configuring peak work hour windows for each region or team. Admins can define start and end times for local peak periods, and the system will use these windows to schedule survey dispatch. Configuration changes should take effect immediately and be stored in the system settings.

Acceptance Criteria
Admin Defines Peak Hours for New Region
Given an admin navigates to the peak work hour configuration UI When the admin enters a valid start time and end time for a new region and clicks Save Then the system displays a success message and stores the new peak hours in the system settings
Admin Modifies Existing Peak Hours
Given an admin views the configured peak hours for a region When the admin updates the start time and end time and confirms the change Then the system replaces the old values with the new ones and reflects the update immediately in the UI
Configuration Persists After System Restart
Given peak work hour windows have been configured for multiple regions When the application is stopped and restarted Then all previously configured peak work hour windows are loaded from persistent storage without loss or alteration
Survey Dispatch Respects Configured Peak Hours
Given configured peak hour windows for each region When the survey dispatch scheduler runs Then surveys are sent only within each region’s configured start and end times and are not dispatched outside those windows
Real-Time Effect of Configuration Changes
Given peak work hour windows have been modified When the scheduler triggers subsequent survey dispatch cycles Then the updated peak hour settings are applied immediately without requiring a manual service restart
Notification Rate Limiting
"As an IT manager, I want to limit how many survey notifications go out per minute so that we avoid triggering chat platform rate limits."
Description

Incorporate rate limiting controls to cap the number of survey notifications sent per minute per channel. This prevents chat systems from being overwhelmed and ensures compliance with app provider messaging limits. The limiter should be configurable and integrated at the API call level.

Acceptance Criteria
Default Rate Limit Enforcement
Given the system has a default rate limit of 20 notifications per minute per channel, When 25 survey notifications are triggered within one minute for the same channel, Then only 20 notifications are sent during that minute and the remaining 5 are queued for the next interval.
Customizable Rate Limit Configuration
Given an administrator updates the rate limit to 10 notifications per minute via the configuration API, When the change is saved, Then subsequent survey dispatches adhere to the new limit without requiring a system restart.
Real-Time Rate Limit Feedback
Given a channel has reached its rate limit, When an additional survey notification request is made, Then the API responds with a 429 status code and a descriptive error message.
Region-Specific Rate Overrides
Given regional overrides are configured (e.g., 30 notifications/min for EU and 15 notifications/min for APAC), When dispatching surveys in each region's channels, Then notifications are capped according to the region-specific limits.
Independent Channel Limiting Under Load
Given multiple channels receive survey dispatch requests simultaneously, When the aggregated requests exceed the per-channel limit, Then each channel independently enforces its configured rate limit and no channel exceeds its threshold.
Dispatch Monitoring Dashboard
"As a team manager, I want to see a visual overview of survey deliveries so that I can verify schedules and troubleshoot delays."
Description

Develop a dashboard that visualizes upcoming and past survey dispatches by region and interval. The dashboard should show scheduled times, actual send times, success rates, and any throttling events, enabling managers to monitor and adjust dispatch settings as needed.

Acceptance Criteria
Upcoming Dispatch Overview
Given the manager opens the Dispatch Monitoring Dashboard, When the current date is within the configured delivery window, Then the dashboard lists all upcoming survey dispatches with region, scheduled send time, and configured interval.
Past Dispatch Success Analysis
Given the manager filters the dashboard to view past dispatches, When the filter date range is applied, Then each dispatch entry displays scheduled time, actual send time, and a success rate percentage.
Throttling Event Detection
Given the system detects dispatch rate limits being reached, When a throttling event occurs, Then the dashboard highlights the event with timestamp, affected region, and number of delayed dispatches.
Dispatch Interval Adjustment Feedback
Given the manager updates the staggered delivery interval settings, When the new settings are saved, Then the next upcoming dispatch times on the dashboard reflect the updated intervals.
Regional Dispatch Confirmation
Given the manager selects a specific region filter, When the filter is applied, Then the dashboard displays only the dispatches scheduled and sent for that region.

Dynamic Rescheduler

Monitors initial participation rates and automatically reschedules or sends follow-up reminders in underserved regions, adapting in real time to improve overall survey completion across diverse time zones.

Requirements

Real-Time Participation Monitor
"As an HR lead, I want to see real-time participation metrics so that I can identify low-response regions immediately and ensure surveys reach all team members."
Description

Continuously tracks pulse survey participation rates as responses are received, identifying underserved regions or teams in real time. The monitor aggregates participation data at configurable intervals, flags regions where response rates drop below defined thresholds, and triggers the rescheduling or reminder processes seamlessly within the chat app environment.

Acceptance Criteria
Data Aggregation at Configured Intervals
Given the pulse survey is live and responses are incoming, when the system aggregates participation data at the configured interval, then it should compute total responses per region and update the dashboard within 1 minute of the interval.
Flagging Regions Below Threshold
Given the aggregated response rate for a region falls below the defined threshold, when the monitor evaluates the latest data, then it must flag that region and generate an alert message in the chat app within 30 seconds.
Triggering Automatic Rescheduling
Given a flagged region due to low participation, when the threshold breach alert is processed by the rescheduler, then a follow-up survey invitation should be scheduled at the next optimal time for that region automatically.
Delivering Follow-Up Reminders
Given the system has rescheduled a survey for an underserved region, when the scheduled time arrives, then the follow-up reminder must be sent to all targeted participants in the region via the chat app.
Applying Updated Aggregation Intervals
Given an administrator updates the data aggregation interval settings, when the new interval is saved, then the system must apply the new interval immediately and use it for subsequent aggregation cycles.
Adaptive Scheduling Engine
"As a team manager, I want surveys to be sent at times when my team is most likely to respond so that completion rates improve without manual intervention."
Description

Implements an intelligent algorithm that dynamically adjusts survey distribution times based on regional response patterns and historical engagement data. The engine schedules initial pulses, learns optimal send times per time zone, and recalibrates future send times automatically to maximize completion rates across diverse teams.

Acceptance Criteria
Optimal Initial Dispatch Timing
Given historical response data for a region, when scheduling the initial pulse survey, then the engine selects the time slot with the highest past response rate and sends the survey within that window.
Adaptive Follow-up Messaging
Given initial survey participation falls below a 50% threshold within 24 hours, when the threshold is unmet, then the engine automatically sends a reminder at the next optimal time and records the reminder event.
Continuous Learning and Recalibration
Given a rolling 30-day response dataset, when new regional response patterns are detected, then the engine recalibrates upcoming send times to align with updated optimal windows without requiring manual intervention.
Time Zone Edge Case Handling
Given a region enters or exits daylight saving time, when scheduling surveys, then the engine automatically adjusts the send times to maintain consistent local delivery times.
Regional Completion Rate Monitoring
Given real-time response metrics across all regions, when a region’s completion rate drops below 70%, then the engine flags the region for dynamic rescheduling and sends an alert to the manager.
Multi-Channel Reminder Dispatcher
"As a remote employee, I want timely reminders delivered where I’m most active so that I don’t miss completing the pulse survey."
Description

Automates follow-up reminders through multiple chat platforms and email channels if participation thresholds are unmet. The dispatcher adapts message frequency and channel priority per region, ensuring reminders are timely, non-intrusive, and reach users via their preferred communication medium.

Acceptance Criteria
Insufficient Participation Detected in Europe
Given the participation rate in the Europe region falls below 30% within 24 hours of the initial survey dispatch, when the dispatcher performs its scheduled check, then a follow-up reminder must be sent via the secondary channel (email) to all non-respondents within 15 minutes and the dispatch log must record the timestamp, channel, and recipient count.
User Opt-Out Preferences Enforcement
Given a user has opted out of email reminders but allowed chat reminders, when follow-up messages are dispatched, then no email reminder is sent to that user and chat reminders continue as configured; and an opt-out flag is recorded in the reminder audit.
High-Volume Reminder Burst Control
Given the system has more than 500 pending reminders scheduled to send within the next 10 minutes, when dispatch begins, then the dispatcher must throttle sending to a maximum of 50 messages per minute per channel and queue the remainder for the next available time slot.
Fallback to Email for Unresponsive Users
Given a user has not responded after two chat reminders spaced at least 6 hours apart, when the dispatcher runs its follow-up routine, then an email reminder is sent within 30 minutes of the second chat reminder and the user’s response window resets for the email channel.
Channel Priority Adherence per Region
Given regional settings define chat as the primary channel and email as the secondary for the Americas region, when dispatching reminders, then the system sends via chat first and only uses email if the participation threshold is unmet after 12 hours, updating the channel-use log accordingly.
Time Zone Awareness Module
"As a global team member, I want surveys only during my working hours so that they feel relevant and respectful of my time."
Description

Incorporates accurate time zone detection and conversion to ensure surveys and reminders are sent during local working hours. The module leverages user profile data and IP geolocation to schedule messages, avoiding off-hours or weekends unless specifically configured otherwise.

Acceptance Criteria
Schedule Surveys During Local Working Hours
Given a user with a valid timezone, when scheduling a survey, then it is delivered between 9:00 and 17:00 in the user’s local time.
Fallback to IP Geolocation for Missing Profile Data
Given a user without timezone data in their profile, when scheduling a survey, then the system uses IP geolocation to determine the timezone and schedules within local working hours.
Respect User-Specified Off-Hour Overrides
Given a user has custom off-hour preferences, when scheduling a survey, then it is sent only during the user’s configured time intervals regardless of default working hours.
Weekday-Only Scheduling Default Behavior
Given no weekend scheduling override is configured, when scheduling a survey, then the system avoids sending surveys on Saturday and Sunday in the user’s local timezone.
Time Zone Adjustment in DST Transitions
Given a user’s region observes daylight saving time, when a DST transition occurs, then the next survey is adjusted to maintain delivery between 9:00 and 17:00 local time.
Completion Analytics Dashboard
"As an HR lead, I want a dashboard showing completion trends so that I can monitor and adjust our survey strategies based on data-driven insights."
Description

Provides a dashboard displaying real-time and historical survey completion trends, breakdowns by region, time zone, and team. Offers insights into scheduling performance, highlights regions needing attention, and allows configuration of participation thresholds and alert settings directly from the UI.

Acceptance Criteria
Initial Dashboard Load
Given the manager is logged in and navigates to the Completion Analytics Dashboard, when the page loads, then the dashboard must display real-time survey completion rate, a line chart of historical trends, and a region breakdown within 5 seconds.
Historical Trend Filtering
Given the manager selects a custom date range filter, when the filter is applied, then the historical completion trend chart updates to display data solely for the selected date range within 3 seconds.
Region and Time Zone Breakdown
Given the manager chooses a specific region or time zone filter, when the filter is applied, then the dashboard updates to show survey completion percentages, counts by team, and a heatmap for the selected region or time zone.
Participation Threshold Configuration
Given the manager accesses threshold settings, when a new participation threshold percentage is entered and saved, then the threshold value is persisted, displayed in the dashboard settings, and used for subsequent alert evaluations.
Threshold Breach Alert
Given a region’s participation rate drops below the configured threshold, when the dashboard refreshes, then an alert icon appears next to the region in both the breakdown table and chart legend, and an in-app notification is sent to the manager.

Manager Override

Provides team leads the flexibility to adjust survey timing or pause scheduling for specific regions or individuals, allowing personalized control when local circumstances call for bespoke timing adjustments.

Requirements

Pause Surveys for Region
"As a team manager, I want to pause pulse survey scheduling for a region so that I can accommodate local events without sending surveys at inappropriate times."
Description

Enable managers to pause the automatic scheduling of pulse surveys for specified regions or teams. The system should accept region-level overrides, update the scheduling engine to skip surveys for the selected region during the pause period, and seamlessly resume once the override is lifted. This feature integrates with the existing scheduling service and respects regional time zones and localization settings.

Acceptance Criteria
Manager Initiates Regional Pause
Given a manager selects a region and defines a pause start and end date, when the manager confirms the override, then the selected region is listed as paused with correct start and end timestamps in the override management UI.
Survey Scheduling Engine Skips Paused Region
Given the scheduling engine runs within the defined pause period, when it processes survey dispatch, then no surveys are scheduled or sent to users in the paused region.
Resumption of Surveys After Pause Period
Given the pause period has ended, when the next scheduled survey time occurs, then the scheduling engine sends surveys to users in the region according to the original cadence.
Localization Settings Applied During Pause
Given the manager defines a pause for a region in a specific timezone, when the pause start and end dates are stored, then the system interprets and applies these dates according to the region’s local timezone and locale settings.
Manager Cancels Pause Override Mid-Period
Given an active pause override exists, when the manager cancels the override before its scheduled end, then the override is removed and surveys resume for that region on the next scheduled dispatch.
Pause Surveys for Individual
"As a team lead, I want to pause surveys for an employee so that they are not oversurveyed during leave or busy periods."
Description

Allow managers to pause the scheduling of pulse surveys for specific individuals. The override should flag the user’s ID in the scheduling system to temporarily skip surveys, ensuring they are not surveyed when on leave, in training, or during high workload periods. This integrates with the user management module and survey delivery service.

Acceptance Criteria
Manager Pauses Surveys During Employee Leave
Given a manager selects an employee who is on approved leave When the manager activates the 'Pause Survey' override for that employee Then the system flags the employee's ID and excludes them from the next scheduled pulse survey And a confirmation message is displayed to the manager
Manager Resumes Surveys After Leave
Given a manager views an employee whose survey was paused due to leave When the manager deactivates the 'Pause Survey' override for that employee Then the system unflags the employee's ID and includes them in the next scheduled pulse survey And a notification is sent confirming surveys will resume
Attempt to Pause Surveys for Nonexistent Employee
Given a manager enters an employee ID not present in the user database When the manager attempts to apply the 'Pause Survey' override Then the system rejects the request And displays an error message stating 'Employee not found'
Pause Survey for Employee in High Workload Region
Given a manager selects an employee in a region flagged as high workload When the manager applies the 'Pause Survey' override for that employee Then the system pauses only that employee's surveys without affecting other region members And logs the override with region and employee details
System Skips Paused Employees During Batch Scheduling
Given the survey scheduler runs for the upcoming pulse When some employees have the 'Pause Survey' override flag Then the scheduler excludes those employees from the batch delivery list And generates a report listing all skipped employee IDs
Custom Timing Adjustment
"As a team manager, I want to adjust the time of pulse surveys for my team so that they align with local working hours."
Description

Provide functionality for managers to adjust the delivery time of pulse surveys for entire teams or regions. Managers should be able to set a new time window for survey dispatch that aligns with local working hours or special events, with changes propagated to the scheduling engine and reflected in all future surveys until further modification.

Acceptance Criteria
Regional Survey Time Adjustment
Given a team manager has permission to modify survey schedules When they select the Asia-Pacific region and set a new dispatch time of 10:00 AM local time Then all future surveys for the Asia-Pacific region are scheduled at 10:00 AM local time and a success notification is displayed
Individual User Timing Override
Given a manager accesses the individual override option When they select a specific team member and define a custom dispatch window between 2:00 PM and 4:00 PM Then the system schedules all upcoming surveys for that user within the specified time window
Survey Scheduling Pause During Holiday
Given an upcoming public holiday for a region When a manager pauses the survey schedule for that region on the holiday date Then no surveys are dispatched on that date and the schedule automatically resumes at the original dispatch time on the next business day
Propagation to Scheduling Engine
Given a timing adjustment has been configured and saved by the manager When the change is confirmed Then the scheduling engine queue is immediately updated and the new schedule is recorded in the system logs for audit
Future Survey Confirmation
Given timing adjustments have been applied When viewing the upcoming survey schedule calendar for any region or user Then the new dispatch times are correctly reflected for all future surveys and annotated with the name of the manager who made the change
Override UI Controls
"As a manager, I want an intuitive interface to manage survey schedules so that I can easily apply overrides without confusion."
Description

Design and implement user interface components in the management dashboard that allow managers to apply overrides: pause/resume surveys and set custom timing. The UI should include clear controls, confirmation dialogs, tooltips explaining the impact of overrides, and feedback on successful application. It must be intuitive and consistent with the product’s design language.

Acceptance Criteria
Pause Surveys in APAC Region During Holiday
Given a manager is on the Override UI Controls page When the manager selects the APAC region and clicks “Pause Surveys” Then the system displays a confirmation dialog And upon confirmation, the APAC survey schedule is paused And the UI reflects the paused state with a status indicator
Resume Previously Paused Surveys
Given surveys for EMEA were paused When the manager selects the EMEA region and clicks “Resume Surveys” Then the system applies the resume override And the UI shows the active schedule status And future surveys are sent according to the original timing
Set Custom Survey Timing for an Individual Employee
Given a manager accesses an employee’s settings When the manager sets a new survey time (e.g., Fridays at 10 AM) and confirms Then the system saves the custom timing override And surveys are sent at the specified time for that employee only
Confirmation Before Applying Override
Given any override action is initiated When the manager clicks an override control (pause, resume, or set timing) Then a modal dialog displays the override details and impact And the manager must confirm or cancel the action
Success Feedback After Override Application
Given an override is successfully applied When the manager confirms the action Then a non-intrusive toast notification displays “Override applied successfully” And the relevant UI control shows the updated override status
Override Audit Logging
"As an HR lead, I want to see a history of survey scheduling overrides so that I can audit changes and maintain accountability."
Description

Implement comprehensive logging of all override actions, capturing the manager’s ID, timestamp, override type (pause or timing change), scope (region or individual), and reason. Provide an admin view to search and filter logs for auditing, ensuring accountability and traceability of scheduling changes.

Acceptance Criteria
Manager ID Recorded During Override
Given a manager performs an override action When the action is logged Then the log entry includes the manager’s unique system ID
Override Type and Scope Logged
Given a manager selects pause or timing change and chooses a region or individual When the action is recorded Then the log entry captures the override type and scope accurately
Override Timestamp Precision
Given an override action occurs When the event is logged Then the timestamp reflects the exact date and time in UTC with millisecond precision
Override Reason Mandatory Entry
Given a manager submits an override When saving the action Then the system requires a non-empty reason field and stores it in the log
Admin View Filtering and Search
Given an admin user in the audit view When filtering logs by manager ID, date range, override type, or scope Then the matching log entries are returned accurately within 2 seconds
Override Notification
"As a team manager, I want to receive confirmation when I override survey settings so that I know my changes have been applied successfully."
Description

Send notifications to relevant managers and stakeholders when an override is applied or lifted. Notifications should include details of the override, its scope, and duration. Optionally, provide the ability to notify affected team members when surveys are paused or timing is adjusted.

Acceptance Criteria
Manager Applies Override for Local Holiday
Given a manager selects 'Pause Survey' for a specific region on a local holiday When the manager confirms the override Then the system sends notifications to all relevant managers and stakeholders within 5 minutes including override scope and duration
Manager Lifts Override
Given an active override exists for an individual or region When the manager clicks 'Lift Override' Then the system broadcasts a notification to relevant managers and stakeholders stating the override has been lifted and no further surveys will be paused
Stakeholder Receives Override Notification
Given an override is applied or lifted When the system generates the override notification Then each stakeholder in the notification list receives an in-app alert and an email within 2 minutes
Affected Team Member Notification
Given that the option to notify team members is enabled When an override pauses or reschedules their survey Then affected team members receive a chat notification detailing the pause or new survey timing
Override Notification Includes Scope and Duration Details
Given an override is created or lifted When the notification is composed Then the notification message contains specific details of affected users, regions, start time, end time, and reason for the override

QuickStart Templates

Provides managers with a library of customizable message templates tailored to common anonymous feedback themes. By selecting a template—such as recognition, empathy, or concern—managers can initiate private threads quickly, ensuring consistency, tone-appropriate responses, and faster engagement with employees.

Requirements

Template Library Browsing
"As a team manager, I want to browse a library of QuickStart Templates so that I can quickly find and select the best message for my team's morale check-ins."
Description

Provide an intuitive interface within PulseSync’s chat app integration that allows managers to browse a curated library of QuickStart Templates. The interface should support seamless navigation across categories (e.g., recognition, empathy, concern), display template details including preview, tags, and usage instructions, and enable one-click selection of a template to initiate a private feedback thread. This requirement ensures managers can efficiently discover and choose appropriate message templates, reducing the time and friction associated with drafting feedback manually.

Acceptance Criteria
Browsing Templates by Category
Given a manager opens the Template Library interface, when they click on a category (e.g., recognition), then the list displays only templates tagged with that category within 2 seconds, and the selected category label is visually highlighted.
Viewing Template Details
Given a manager selects a template from the list, when the template is displayed, then the interface shows the preview text, tags, and usage instructions accurately, matching the stored metadata.
Initiate Private Thread with One-Click
Given a manager is viewing a template's details, when they click the 'Use Template' button, then a new private thread is created in the chat app pre-populated with the template text, and a confirmation message appears.
Search and Filter Templates
Given a manager uses the search bar or tag filters, when they enter a keyword or select multiple tags, then the template list updates dynamically to show only templates matching all criteria, and the total result count is displayed.
Handling No Results
Given a manager applies search terms or filters that yield no matches, when the list is empty, then the interface displays a 'No Templates Found' message with suggestions to reset filters, and the reset button clears all filters.
Template Customization Editor
"As a team manager, I want to customize the content and tone of a selected template so that the feedback feels personal and contextually appropriate while maintaining anonymity."
Description

Implement a rich text editor for QuickStart Templates that allows managers to customize message content, including editing placeholders, adjusting tone, and adding personal notes. The editor should integrate with PulseSync’s theming and support real-time validation for anonymity compliance, ensuring any modifications preserve the anonymity of responders. This requirement empowers managers to tailor templates to their team's context without compromising the anonymous nature of the pulse surveys.

Acceptance Criteria
Selecting and Launching the Template Editor
Given the manager has opened QuickStart Templates and selected a template, when they click 'Edit Template', then the rich text editor must launch within two seconds, display the selected template content, and apply the current PulseSync theme.
Editing Placeholder Variables
Given the template contains placeholder variables (e.g., {{EmployeeName}}), when the manager clicks a placeholder, then they can rename the placeholder label without altering its syntax, and the placeholder remains dynamic in the rendered message.
Adjusting Tone with Formatting Options
Given the manager is in the editor, when they apply formatting options (bold, italic, color, alignment), then the formatted text appears correctly in both the editor preview and the saved template, preserving message clarity and tone consistency.
Adding Personal Notes
Given the manager chooses to add a personal note, when they enter custom text in the 'Personal Note' section, then the note is saved and appears inline in the message preview, and remains editable until the template is saved.
Real-Time Anonymity Compliance Validation
Given the manager enters text in the editor, when any text matches disallowed personal identifiers (e.g., names, email addresses), then the system highlights the text in red, displays an anonymity compliance warning, and disables the 'Save' button until violations are removed.
Preset Category Filters
"As a team manager, I want to filter templates by theme categories like recognition or concern so that I can swiftly locate messages that match the specific context of my feedback."
Description

Enable managers to apply preset category filters within the QuickStart Templates library, facilitating rapid narrowing of templates by themes such as recognition, empathy, or concern. The filtering mechanism should support multi-select criteria, instant filter application, and visual indicators for active filters. This capability streamlines template discovery, allowing managers to focus on relevant feedback messages and further accelerate their response workflow.

Acceptance Criteria
Filter by Single Category
Given the QuickStart Templates library is displayed and no filters are active, When a manager selects the "Recognition" category filter, Then only templates tagged exclusively with "Recognition" are displayed and all other templates are hidden.
Multi-Select Category Filtering
Given the library shows all templates, When a manager selects both "Empathy" and "Concern" filters, Then templates tagged with either "Empathy" or "Concern" (or both) appear, and templates without those tags are excluded.
Instant Filter Application
Given the manager selects or deselects a category filter, When the action is performed, Then the template list updates immediately (within 200ms) without a full page reload or manual refresh.
Visual Indicators for Active Filters
Given one or more filters are active, When filters are applied, Then each active filter is visually highlighted in the UI (e.g., through a colored badge or checkmark) and a count of active filters is displayed.
Clear All Filters
Given multiple category filters are active, When the manager clicks the "Clear All" button, Then all filters are removed and the full list of templates is restored.
Persistent Filter State on Navigation
Given the manager applies filters, When the manager navigates away from and then returns to the QuickStart Templates library, Then the previously selected filters remain active and the filtered template list is preserved.
Template Preview and Validation
"As a team manager, I want to preview a customized template exactly as it will appear to recipients so that I can ensure the message conveys the intended tone and format before sending."
Description

Provide a live preview feature for QuickStart Templates, displaying the exact message format as it will appear to the recipient before sending. The preview should reflect all customizations and dynamic placeholder values, and it should be accessible via a preview pane or modal within the chat interface. This requirement ensures managers can verify message content and tone, reducing the risk of sending inappropriate or misformatted feedback.

Acceptance Criteria
Live Preview Reflects Customizations
Given a manager applies custom text or formatting (bold, italics) to a QuickStart Template, when they open the preview modal, then the live preview must display the exact message with all customizations rendered correctly.
Dynamic Placeholder Rendering
Given a template contains dynamic placeholders (e.g., {EmployeeName}, {SurveyLink}), when the manager selects a team and preview is generated, then each placeholder must be replaced with sample or actual values reflecting the selected team.
Preview Display in Chat Interface
Given the preview pane or modal is launched within the chat interface, when the manager views it, then the preview must match the chat app’s message style (font size, color, spacing) and alignment exactly as it will appear to recipients.
Error Handling for Missing Placeholders
Given a template includes required placeholders but no value is provided, when the manager opens the preview, then the system must display a clear warning message and highlight the missing fields without crashing.
Real-Time Update on Template Edits
Given a manager edits text or placeholder values in the template editor, when changes are made, then the preview pane must update in real time within 300ms to reflect every edit.
Template Usage Analytics
"As a team manager, I want to view usage analytics for QuickStart Templates so that I can understand which templates are most effective and widely adopted within my team."
Description

Track and present usage analytics for QuickStart Templates, capturing metrics such as frequency of use, category popularity, and manager-specific template adoption rates. The analytics dashboard should integrate into PulseSync’s reporting suite, offering filters by time period, team, and template category. This requirement provides insights into template effectiveness and adoption, guiding iterative improvements and training initiatives.

Acceptance Criteria
View Overall Template Usage Metrics
Given a manager opens the analytics dashboard, when selecting the "Overall Usage" view for a specific time period, then the dashboard displays the total number of template uses and percentage change compared to the previous period.
Filter Usage by Team and Time Period
Given a user applies team and date range filters, when filters are set and applied, then the dashboard refreshes to show metrics restricted to the selected team(s) and time period.
Display Category Popularity Breakdown
Given the analytics dashboard loads, when the user selects the category breakdown tab, then a bar chart displays usage counts for each template category with tooltips showing exact numbers and percentages.
Manager-specific Template Adoption Report
Given an HR lead selects a manager from the manager dropdown, when the selection is confirmed, then the dashboard updates to display each template’s usage count for that manager, sorted in descending order.
Export Analytics Data
Given any analytics view is active, when the user clicks the "Export CSV" button, then the system generates and downloads a CSV file containing all displayed metrics with appropriate headers.

ThreadPulse Dashboard

Presents a real-time overview of all active AnonAction threads, displaying key metrics like open, pending, and resolved thread counts. Managers gain instant insight into response rates, identify bottlenecks, and prioritize high-impact threads to maintain efficient follow-up and accountability.

Requirements

Real-time Data Refresh
"As a team manager, I want the dashboard to update automatically so that I always see the most current thread metrics without manual refresh."
Description

Automatically update the ThreadPulse Dashboard metrics every 30 seconds, ensuring managers always view the latest counts of open, pending, and resolved threads without manual reloads. This continuous refresh maintains data accuracy and timeliness, enabling managers to react immediately to emerging engagement issues and bottlenecks.

Acceptance Criteria
Initial Dashboard Metrics Refresh
Given the ThreadPulse Dashboard is loaded, when 30 seconds elapse, then the dashboard automatically requests updated metrics and updates the open, pending, and resolved thread counts within 2 seconds without requiring a manual reload.
Continuous Data Sync under Rapid Thread Changes
Given multiple thread status changes occur between refresh intervals, when the auto-refresh triggers every 30 seconds, then the displayed metrics accurately reflect all changes up to the moment of refresh.
Error Handling during Refresh Failures
Given the metrics API returns an error or times out, when the auto-refresh attempt fails, then a non-intrusive error notification is displayed and the system retries the refresh at the next 30-second interval without user intervention.
Pause and Resume Auto-Refresh
Given a manager pauses auto-refresh or the application goes offline, when auto-refresh is paused, then no refresh requests are sent; and when the manager resumes or connectivity is restored, auto-refresh resumes at the next scheduled 30-second interval.
Performance under High Load
Given the dashboard tracks hundreds of active threads, when auto-refresh executes, then the data update completes within 2 seconds and the UI remains responsive without noticeable lag.
Thread Status Filters
"As a team manager, I want to filter threads by status and date range so that I can focus on unresolved issues within a specific period."
Description

Provide filter controls on the dashboard to view threads by status (open, pending, resolved) and by time range. Filters should be intuitive and apply instantly, allowing managers to narrow focus to specific thread subsets and quickly identify areas requiring attention.

Acceptance Criteria
Filtering by Open Threads
Given the manager is on the ThreadPulse Dashboard When the manager applies the 'Open' status filter Then only threads with 'Open' status are displayed within 1 second And the displayed open thread count updates to match the filtered list
Filtering by Pending Threads
Given the manager is on the ThreadPulse Dashboard When the manager applies the 'Pending' status filter Then only threads with 'Pending' status are displayed within 1 second And the displayed pending thread count updates to match the filtered list
Filtering by Resolved Threads
Given the manager is on the ThreadPulse Dashboard When the manager applies the 'Resolved' status filter Then only threads with 'Resolved' status are displayed within 1 second And the displayed resolved thread count updates to match the filtered list
Applying Time Range Filter
Given the manager is on the ThreadPulse Dashboard When the manager selects a time range (e.g., last 7 days) Then only threads created within that time range are displayed within 1 second And the thread counts update to reflect the selected period
Combining Status and Time Range Filters
Given the manager is on the ThreadPulse Dashboard When the manager applies both a status filter and a time range filter Then only threads matching both criteria are displayed within 1 second And all thread counts update to reflect the combined filters
Priority Alerting
"As a team manager, I want to receive alerts for threads that exceed a response-time threshold so that I can prioritize urgent follow-ups."
Description

Implement an alert system that highlights high-impact threads based on criteria like response time, sentiment score, or duration open. Alerts should appear in the dashboard and optionally via email or chat notifications, ensuring critical threads receive prompt attention.

Acceptance Criteria
Exceeded Open Duration Threshold
Given a thread has been open for longer than the defined SLA threshold (e.g., 24 hours), When the dashboard updates, Then the thread is highlighted in the priority alerts section with a red warning icon.
Low Sentiment Score Alert
Given a thread's sentiment score drops below the configured threshold (e.g., 2 out of 5), When the sentiment analysis runs, Then the thread is automatically flagged in the priority alerts list and triggers a notification.
Unattended High-Priority Thread
Given a thread is marked as high-priority by a manager and receives no response within the specified response window (e.g., 2 hours), When the response window elapses, Then the thread is escalated to the priority alerts pane and an email and chat notification is sent to the manager.
Manual Urgent Tag Trigger
Given a user manually tags a thread as 'urgent', When the tag is applied, Then the dashboard immediately moves the thread to the top of the priority alerts list and dispatches an alert notification.
Notification Delivery Confirmation
Given an alert is generated for a priority thread, When the system sends email and chat notifications, Then the dashboard shows a 'Delivered' status for each notification channel within 1 minute of alert generation.
Customizable Dashboard Widgets
"As a team manager, I want to customize my dashboard layout so that I see the metrics most critical to my team’s performance."
Description

Allow users to add, remove, and rearrange widgets on the dashboard, choosing metrics most relevant to their workflow (e.g., response rate trends, thread volume over time). Widget settings should persist per user, enabling personalized views that drive efficient monitoring.

Acceptance Criteria
Adding a New Widget
Given the user is on the ThreadPulse Dashboard When the user clicks the “Add Widget” button Then a selection modal displays all available widget types; When the user selects a widget and confirms Then the widget appears on the dashboard in the default position; The dashboard now contains one additional widget of the selected type; The newly added widget displays real-time metric data correctly
Removing an Existing Widget
Given the dashboard contains at least one widget When the user hovers over a widget and clicks the “Remove” icon Then a confirmation prompt appears; When the user confirms removal Then the widget is removed from the dashboard; The dashboard no longer displays the removed widget; The change is immediately persisted on page reload
Rearranging Widgets Order
Given the dashboard contains multiple widgets When the user drags a widget to a new position Then other widgets shift accordingly; On drop, the widget remains in its new position; The new order persists after page reload; No widget data or functionality is lost during rearrangement
Persisting User Widget Configuration
Given a user has customized widget layout and selection When the user logs out and logs back in Then the dashboard displays the same widgets in the same order and configuration; The user’s layout preferences are stored in their profile; No default reset occurs unless manually triggered
Configuring Widget Settings
Given a widget that supports custom settings When the user clicks the widget’s “Settings” icon Then a settings panel opens; The user can modify available options (e.g., time range, display type) and save changes; Following save, the widget updates to reflect new settings immediately; Settings persist across sessions
Exportable Dashboard Reports
"As an HR lead, I want to export the dashboard data so that I can share reports with executives and analyze trends offline."
Description

Enable export of dashboard data into PDF and CSV formats, capturing current metrics and filter settings. Exports should maintain visual fidelity of charts and tables, supporting stakeholder presentations and offline analysis.

Acceptance Criteria
Export Dashboard Metrics to PDF with Active Filters
Given the manager has applied filters (date range, thread status) on the ThreadPulse Dashboard When the manager selects 'Export as PDF' Then the system generates a PDF file reflecting the filtered metrics, with charts and tables matching the on-screen visualization And the PDF includes a header showing the export date and applied filters
Export Dashboard Metrics to CSV with Active Filters
Given the manager has applied filters on the ThreadPulse Dashboard When the manager selects 'Export as CSV' Then the system produces a CSV file containing rows for each metric under the current filters And the CSV file name includes the export date and a summary of filter settings And all data values are encoded in UTF-8 format
Handle Export Performance for Large Data Sets
Given the dashboard has more than 1,000 thread entries When the manager requests export to either PDF or CSV Then the system completes the export within 60 seconds And no data entries are omitted or truncated
Maintain Chart Fidelity in PDF Exports
Given the dashboard includes pie, bar, and line charts When exporting to PDF Then each chart in the PDF uses the same colors, legends, labels, and dimensions as on-screen And no elements are cropped, overlapped, or misaligned
Export Empty Results with No Active Threads
Given no active threads meet the current filter criteria When the manager exports the dashboard to PDF or CSV Then the generated file includes the standard headers and a message 'No data available for selected filters' And no errors are returned by the system

ActionTracker

Automatically extracts action items from private thread conversations and logs them into a centralized task list. Managers can assign tasks, set deadlines, and monitor completion status, closing the feedback loop and demonstrating clear ownership of employee concerns.

Requirements

Conversation Parser
"As a manager, I want the system to automatically detect and extract actionable tasks from team conversations so that I don't miss any commitments or follow-ups."
Description

The system must analyze private chat threads in connected chat applications using a natural language processing engine to identify potential action items. It should process text in real time, handle abbreviations, and support multiple languages. The parsed items should include contextual metadata such as origin chat, timestamp, and participants. Integration with PulseSync's backend ensures minimal latency and accurate extraction, enabling managers to capture tasks without manual intervention.

Acceptance Criteria
Real-time Action Item Detection
Given a private chat thread containing a clearly stated action item in English When the conversation parser processes the thread Then it identifies and extracts the action item text within 5 seconds of receipt And logs it to the centralized task list And annotates it with originating chat ID, timestamp, and participant IDs
Abbreviation and Acronym Handling
Given a private chat message where the action item contains common abbreviations or acronyms (e.g., 'ASAP', 'TBD') When the parser processes the message Then it correctly expands or interprets the abbreviation And extracts the intended action item without loss of meaning
Multilingual Action Item Extraction
Given a private chat thread in Spanish or French When the parser processes the thread Then it accurately identifies and extracts action items in the respective language And includes a metadata tag indicating the original language
Contextual Metadata Association
Given an extracted action item from a private chat thread When the system logs the item Then it attaches the origin chat application name, channel or thread ID, message timestamp, and participant list metadata And ensures metadata fields are populated for every extracted item
Low-Latency Integration with Backend
Given simultaneous incoming chat messages with action items When the parser processes up to 100 concurrent threads Then end-to-end extraction and logging latency does not exceed 2 seconds from message reception to task list entry And no extraction errors occur under load
Action Item Validation
"As a manager, I want to verify and edit automatically extracted tasks so that the logged items are correct and relevant."
Description

Provide a review interface where managers can validate, edit, or discard automatically extracted action items. The interface should display the extracted text, source snippet, and suggested task title. Editing capabilities include modifying text, adding details, tagging relevant stakeholders, and confirming or rejecting the task. This ensures accuracy and relevance of the centralized task list.

Acceptance Criteria
Loading Extracted Action Items
Given a private thread with automatically extracted action items, when the manager opens the review interface, then all extracted items, their source snippets, and suggested task titles are displayed within 2 seconds.
Editing Action Item Details
Given an extracted action item in the review interface, when the manager modifies the task title, updates the description, or adds details, then the changes are saved and immediately reflected in the task preview.
Tagging Stakeholders and Setting Deadlines
Given an action item ready for validation, when the manager selects at least one stakeholder and assigns a future deadline date, then the selected stakeholders and deadline are saved and correctly displayed in the item summary.
Confirming an Action Item
Given an action item with validated details, when the manager clicks 'Confirm', then the item status changes to 'Active' in the centralized task list and notifications are sent to all tagged stakeholders.
Rejecting or Discarding an Action Item
Given an extracted action item under review, when the manager clicks 'Reject' or 'Discard', then the item is removed from pending validation, is not added to the task list, and a confirmation message is displayed.
Central Task List Integration
"As a project coordinator, I want all action items consolidated in a single task list so that I have a clear overview of outstanding tasks."
Description

Automatically log confirmed action items into a centralized task management dashboard within PulseSync. Each task entry should include title, description, due date, assignee, source conversation link, and status. The dashboard must support filtering, sorting, and search functionality. Integration with PulseSync ensures tasks are accessible alongside pulse survey data, providing a unified view of team engagement and responsibilities.

Acceptance Criteria
Task Auto-Logging in Dashboard
Given an action item is confirmed in a private thread, when ActionTracker processes the thread, then the system automatically creates a new task entry in the PulseSync dashboard.
Task Entry Completeness
Each task entry must include non-empty values for title, description, due date, assignee, source conversation link, and status fields.
Dashboard Filtering and Sorting
When the user applies filter or sorting options, the dashboard displays tasks that match the selected criteria in the specified order without errors.
Task Search Functionality
When the user searches for tasks by keyword, assignee, or due date, the dashboard returns all matching tasks within two seconds.
Integration Visibility with Pulse Data
When viewing a task entry, the user can access the related pulse survey data via a direct link from the task details.
Task Assignment and Deadline Setting
"As a manager, I want to assign extracted tasks with deadlines to team members so that responsibilities and timelines are clear."
Description

Enable managers to assign tasks extracted from conversations to team members, set deadlines, and define priority levels. The interface should allow selecting multiple assignees, specifying due dates via calendar picker, and adding priority tags. Notifications should be sent to assignees with task details and deadlines. Integration with calendar apps for deadline reminders is required.

Acceptance Criteria
Single Task Assignment
Given a manager selects an extracted action item from a private thread When the manager assigns it to a single team member, sets a due date via the calendar picker, and selects a priority tag Then the task appears in the centralized task list with the correct assignee, due date, and priority and the assignee receives a notification containing task details, deadline, and priority
Multiple Assignees Task Assignment
Given a manager selects an extracted action item When the manager assigns it to multiple team members, sets a common due date via the calendar picker, and assigns a priority tag Then individual task entries are created for each assignee in the centralized task list, and each assignee receives a notification with their task details, deadline, and priority
Deadline Setting via Calendar Picker
Given a manager is assigning a task When the manager opens the calendar picker and selects a due date Then the chosen date is correctly displayed in the task entry in YYYY-MM-DD format, stored in the system, and used for scheduling reminders
Priority Tagging Validation
Given a manager is assigning a task When the manager selects a priority tag from low, medium, or high Then the selected priority appears in the task details and can be used to filter or sort tasks within the centralized task list
Calendar Integration for Reminders
Given a manager assigns a task with a due date When the task is created Then a corresponding calendar event or reminder is added to the assignee’s integrated calendar app, occurring at least 24 hours before the deadline
Progress Tracking and Alerts
"As a manager, I want to receive alerts for overdue tasks and monitor completion statuses so that I can follow up promptly and ensure accountability."
Description

Monitor the status of logged tasks and provide real-time alerts for overdue or completed items. The system should track task updates, display completion percentages, and generate summary reports. Alerts are delivered via chat notifications and the PulseSync dashboard when tasks miss deadlines or are marked complete. This functionality ensures accountability and timely follow-up on action items.

Acceptance Criteria
Overdue Task Alert Delivery
Given a task is overdue by 24 hours When the system evaluates overdue tasks Then a chat notification is delivered to the assigned manager within 5 minutes And the task is flagged as "Overdue" on the PulseSync dashboard
Task Completion Alert Notification
Given a user marks a task as completed in the centralized task list When the completion event is registered Then a chat message notification is sent to the task owner within 2 minutes And the dashboard reflects the task status as "Completed"
Dashboard Completion Percentage Accuracy
Given a set of logged tasks for a project When tasks are marked complete or incomplete Then the dashboard displays an accurate completion percentage reflecting the ratio of completed tasks to total tasks And updates this percentage in real time within 10 seconds of any status change
Weekly Summary Report Generation
Given the system time reaches the end of the work week (Friday 5 PM) When the weekly summary process is triggered Then a report compiling completed, pending, and overdue tasks is generated and made available on the dashboard And a PDF version of the report is created and stored in the reports archive
Escalation for High Overdue Volume
Given a manager has more than five overdue tasks When the overdue task count threshold is exceeded Then an escalated alert is sent to the HR lead within 10 minutes And a red warning banner appears on the manager’s dashboard until the overdue count drops below the threshold

Reminder Scheduler

Enables managers to set automated follow-up reminders for any thread lacking updates within a defined timeframe. By offering configurable schedules—daily, weekly, or custom intervals—it ensures no anonymous concern slips through the cracks and timely engagement is maintained.

Requirements

Configurable Reminder Intervals
"As a team manager, I want to set custom follow-up intervals so that I can ensure reminders fit my team’s workflow and maintain timely engagement."
Description

Allow managers to select predefined or custom intervals (daily, weekly, or custom days) for automated follow-up reminders. This requirement ensures reminders are sent according to team preferences and workload, improving responsiveness and preventing feedback gaps. Integration with the scheduler backend supports flexible recurrence rules and calendar alignment for seamless execution.

Acceptance Criteria
Manager selects predefined daily interval
Given a manager is on the reminder scheduler settings page, When they select the 'Daily' option and confirm, Then the system schedules and sends automated reminders every 24 hours for threads without updates.
Manager sets a weekly reminder schedule
Given a manager chooses 'Weekly' in the interval dropdown, When they select a day of the week and save changes, Then the system sends reminders at the same time on the specified day each week for stale threads.
Manager configures a custom interval of three days
Given a manager enters '3' in the custom interval field and applies settings, When they submit the form, Then the system schedules reminders every three days at the configured time for threads without updates.
System aligns reminders with business days only
Given a manager enables 'Business days only' for a custom interval, When the schedule is generated, Then the system skips weekends and sends reminders on the next business day when intervals fall on Saturday or Sunday.
Manager updates existing reminder interval
Given a manager edits an existing reminder rule, When they change the interval from daily to weekly and save, Then the system cancels the old daily schedule and activates the new weekly schedule without creating duplicate reminders.
Automatic Thread Monitoring
"As an HR lead, I want threads to be automatically monitored so that I don’t have to manually track inactive discussions and risk missing critical feedback."
Description

Continuously monitor discussion threads for updates. If no new messages or actions occur within the defined interval, trigger the reminder scheduler to send a follow-up prompt. This requirement enhances oversight by automating engagement checks and reducing manual tracking, ensuring no thread remains unattended.

Acceptance Criteria
Idle Thread Triggers Reminder
Given a thread has remained inactive for the configured interval When the monitoring service performs its scheduled check Then a follow-up reminder is automatically sent to the thread in the chat application
Custom Interval Reminder Scheduling
Given a manager sets a custom reminder interval for a specific thread When the thread reaches the defined period of inactivity Then the system sends a follow-up reminder according to the custom interval
Daily Reminder Activation
Given a manager configures daily reminders for unanswered threads When a thread has no updates by the end of the day Then the system sends exactly one reminder at the specified daily time
Weekly Reminder Activation
Given a manager configures weekly reminders for threads with no activity When seven days pass without any thread interactions Then the system sends a single reminder on the same weekday and time the thread was created
Active Thread No Reminder
Given a thread receives any new message or action before the reminder interval elapses When the monitoring service runs Then no reminder is sent and any scheduled reminders for that thread are canceled
Custom Reminder Templates
"As a manager, I want to use and edit reminder templates so that I can send messages that reflect my team’s tone and objectives."
Description

Provide a library of editable reminder message templates. Managers can customize text, tone, and call-to-action elements to align with team culture and communication guidelines. This promotes consistency, reduces setup time, and ensures reminders are contextually relevant and on-brand.

Acceptance Criteria
Accessing Template Library
Given the manager is on the Reminder Scheduler page When they click the 'Custom Templates' tab Then the system displays a list of default and any previously created custom templates
Creating a New Custom Template
Given the manager clicks 'New Template' When they enter a name, message body, and select tone Then the 'Save' button becomes enabled; When the manager clicks 'Save' Then the new template appears in the templates list and persists after page refresh
Editing an Existing Template
Given a custom template exists in the list When the manager selects the template and clicks 'Edit' Then the template editor opens with pre-filled details; When the manager updates the content and clicks 'Save' Then the changes are saved and reflected in the templates list
Deleting a Custom Template
Given at least one custom template exists When the manager selects 'Delete' on a template Then the system prompts for confirmation; When the manager confirms deletion Then the template is removed from the list and no longer available
Previewing a Template
Given the manager is viewing the templates list When they click 'Preview' on a template Then a modal displays the rendered reminder message with placeholders applied and the manager can close the modal
Reminder Escalation Workflow
"As an HR lead, I want to escalate reminders to senior stakeholders if a thread stays inactive so that important issues don’t go unresolved."
Description

Implement escalation rules to notify additional stakeholders if a thread remains inactive after multiple reminders. Managers can define thresholds (e.g., after three missed responses) and designate escalation recipients. This requirement ensures critical concerns receive appropriate attention and accountability.

Acceptance Criteria
Escalation Threshold Configuration
Given a manager has configured an escalation threshold, When the number of reminders sent for an inactive thread reaches the threshold, Then the escalation workflow is triggered and notifications are sent to escalation recipients.
Stakeholder Notification Delivery
Given an escalation is triggered, When notifications are sent, Then all designated stakeholders receive the notification within 5 minutes via email and chat.
Thread Inactivity Detection
Given a thread has no responses, When the defined inactivity period elapses, Then a reminder is automatically scheduled according to the manager's configuration.
Escalation Recipients Customization
Given a manager is setting up escalation rules, When the manager adds or removes stakeholders, Then the updated list of escalation recipients is saved and used for future escalations.
Escalation Audit Trail Recording
Given an escalation event occurs, When the workflow triggers, Then an audit log entry is created recording timestamp, thread ID, reminder count, and recipients.
Scheduled Reminders Dashboard
"As a manager, I want a dashboard showing my scheduled reminders so that I can easily review, update, or cancel them in one place."
Description

Create a dashboard view listing all active reminder schedules, next send times, and status indicators. Managers can audit and modify schedules directly from this interface. This requirement centralizes management, offers transparency into reminder activities, and simplifies schedule adjustments.

Acceptance Criteria
Viewing Active Reminder Schedules
Given a manager accesses the Scheduled Reminders Dashboard, when the dashboard loads, then a list of all active reminder schedules is displayed showing schedule name, owner, next send time, and status indicator, sorted by next send time ascending.
Editing a Reminder Schedule
Given a manager selects an existing reminder schedule on the dashboard, when the manager updates the reminder interval and saves changes, then the schedule’s configuration and next send time are updated in the list and a success confirmation is shown.
Filtering Reminders by Status
Given a manager applies a status filter on the dashboard, when 'Overdue' is selected, then only reminder schedules whose next send time is earlier than the current time are displayed.
Auditing Reminder Next Send Times
Given a manager reviews the dashboard, when the next send times are displayed, then each schedule shows the correct timestamp converted to the manager’s local timezone matching the configured schedule.
Handling No Active Reminders
Given there are no active reminder schedules, when the dashboard is accessed, then an empty state message 'No active reminders found' is displayed with a button prompting the user to create a new schedule.
Pause and Opt-Out Controls
"As a team member, I want the option to pause reminders on a thread so that I’m not overwhelmed by notifications when I’m temporarily unavailable."
Description

Allow recipients or managers to pause reminders for specific threads or opt out entirely. Controls include a one-click pause button in the reminder message and a dashboard toggle. This requirement respects user preferences, reduces notification fatigue, and maintains engagement effectiveness.

Acceptance Criteria
Manager Pauses Reminders for a Thread
Given a manager views a thread with no updates for the configured interval When the manager clicks the “Pause Reminders” button in the reminder message Then reminders for that specific thread are suspended and no further notifications are sent until resumed
Recipient Uses One-Click Pause Button
Given an anonymous recipient receives a reminder in the chat app When the recipient clicks the one-click “Pause Reminders” link Then reminders for that thread are paused for the predefined duration and a confirmation message is displayed
Recipient Opts Out via Dashboard Toggle
Given a recipient accesses the PulseSync dashboard When the recipient toggles “Opt-Out of Reminders” for their account Then all future reminders across threads are disabled and the toggle state persists across sessions
Manager Resumes Paused Reminders via Dashboard
Given a manager has previously paused reminders on a thread When the manager uses the dashboard toggle to resume reminders Then reminders for that thread restart according to the original schedule and the pause state is cleared
Global Opt-Out Prevents All Reminders
Given a recipient has enabled global opt-out When any reminder is scheduled to be sent Then the system checks the recipient’s opt-out flag and suppresses the reminder for all threads

Escalation Guard

Detects sensitive or high-risk feedback based on keywords and sentiment analysis, flagging threads for confidential escalation to HR or senior leadership. This feature preserves employee anonymity while guaranteeing critical issues receive immediate attention and appropriate intervention.

Requirements

Sentiment Analysis Engine
"As an HR lead, I want the system to automatically analyze survey responses for negative sentiment and risk keywords so that critical employee issues are identified immediately."
Description

Implement a real-time natural language processing module that analyzes pulse survey responses within integrated chat apps, combining predefined high-risk keyword detection with sentiment scoring to accurately identify negative or critical feedback. The engine must support customizable keyword lists, language variations, and context-aware sentiment thresholds, and integrate seamlessly into the existing PulseSync message pipeline without impacting performance under peak load conditions.

Acceptance Criteria
Real-Time High-Risk Keyword Detection
Given a pulse survey response contains a predefined high-risk keyword When the Sentiment Analysis Engine processes the response Then the response is flagged for confidential escalation with the correct risk category assigned
Multi-Language Sentiment Analysis
Given a survey response in a non-English supported language containing negative sentiment When the Sentiment Analysis Engine analyzes the response using language-specific models Then the response is correctly scored below the negative sentiment threshold and flagged
Context-Aware Threshold Calibration
Given a survey response uses potentially negative words in a neutral context When the Sentiment Analysis Engine applies context-aware sentiment rules Then the response is not misclassified as negative or high-risk
Integration Performance under Peak Load
Given the system receives 500 concurrent survey responses per second When the Sentiment Analysis Engine processes messages in the PulseSync pipeline Then end-to-end analysis latency remains under 200ms per message and no messages are dropped
Customizable Keyword List Management
Given an administrator adds or removes keywords from the high-risk list When the Sentiment Analysis Engine reloads the configuration Then the updated keyword list is applied to all subsequent sentiment analyses
Anonymous Escalation Workflow
"As an HR manager, I want flagged responses to be escalated through a secure, anonymous workflow so that sensitive issues receive prompt attention without compromising employee privacy."
Description

Develop a confidential escalation workflow that routes flagged feedback threads to designated HR or leadership personnel without revealing respondent identities. The workflow should generate secure escalation tickets, assign them based on configurable rules, and maintain end-to-end encryption and anonymity. Integration with existing ticketing or case management systems must be supported via API.

Acceptance Criteria
Flagging Sensitive Feedback
Given feedback containing a keyword from the sensitive list or a sentiment score ≤ -0.7, when the system analyzes the response, then the thread is flagged as "High-Risk" and marked for escalation within 30 seconds.
Secure Ticket Creation
Given a flagged thread, when the escalation workflow is triggered, then a secure escalation ticket with a unique ticket ID is created in the internal system within 10 seconds, encrypted end-to-end, containing no user-identifying metadata.
Configurable Rule-Based Assignment
Given escalation rules defined by HR (e.g., keyword categories, sentiment thresholds, team assignments), when a secure ticket is created, then it is automatically assigned to the designated HR or leadership group according to the configured rules.
API Integration with Ticketing System
Given a configured external ticketing system endpoint and credentials, when a secure escalation ticket is generated, then an API call is made to create a corresponding ticket in the external system, receiving a 200 OK response, and retrying up to three times on transient failures.
Anonymity Preservation
Given an escalated ticket viewed by HR or leadership, when the ticket details are displayed, then all personal identifiers (name, email, user ID) are omitted and only anonymized attributes (department, risk level, timestamp) are shown.
Real-Time Alert Notification
"As a team manager, I want to receive immediate alerts when a high-risk survey response occurs so that I can take timely action to support the employee."
Description

Build an alerting subsystem that delivers instant notifications to relevant stakeholders when high-risk feedback is detected. Notifications should be configurable by channel (email, SMS, in-app), prioritize escalations based on severity scores, and include contextual data links to the anonymized thread. The system must support customizable alert thresholds and delivery schedules.

Acceptance Criteria
Instant Email Notification for High-Severity Feedback
Given a feedback entry is classified with a severity score equal or above the configured threshold, When the alerting subsystem processes the entry, Then an email containing the anonymized thread link and severity details must be delivered to configured stakeholders within 30 seconds.
SMS Alert Delivery Respecting Delivery Schedule
Given SMS alerts are enabled with defined delivery windows, When a high-risk feedback event occurs outside the allowed window, Then the alert is queued and sent at the next valid delivery time without loss of data.
In-App Notification with Contextual Link
Given a stakeholder is logged into PulseSync, When a high-risk feedback is detected, Then an in-app notification banner must appear immediately with a direct link to the anonymized thread and severity score.
Custom Alert Threshold Adjustment
Given an administrator updates the severity threshold in settings, When subsequent feedback is processed, Then only entries meeting the new threshold trigger notifications across all configured channels.
Priority Ordering of Concurrent Alerts
Given multiple high-risk feedback entries are detected within the same one-minute window, When notifications are generated, Then alerts must be prioritized and dispatched in descending order of severity score.
Admin Configuration Dashboard
"As a system administrator, I want a centralized interface to configure escalation parameters and view system metrics so that I can optimize sensitivity and maintain compliance."
Description

Create an intuitive dashboard for administrators to manage escalation settings, including keyword lists, sentiment thresholds, escalation rules, notification channels, and user role assignments. The dashboard should provide real-time metrics on flagged responses, escalation outcomes, and system performance, with exportable reports and audit logs.

Acceptance Criteria
Keyword List Management Scenario
Given an admin adds, edits, or removes keywords on the dashboard, when changes are saved, then the system persists the updated keyword list and displays it in real-time without errors.
Sentiment Threshold Configuration Scenario
Given an admin sets positive and negative sentiment thresholds, when the configurations are saved, then the system applies these thresholds to incoming feedback and flags responses that exceed the defined thresholds.
Escalation Rules Definition Scenario
Given an admin defines escalation rules combining specific keywords and sentiment thresholds, when feedback matches the rule conditions, then the system automatically flags the feedback and routes it to the designated recipients.
Notification Channel Assignment Scenario
Given an admin selects notification channels (e.g., Slack, email) for escalations, when the settings are saved, then all future escalation alerts are delivered to the chosen channels with correct formatting and without delay.
Report Export and Audit Log Review Scenario
Given an admin requests an export of escalation metrics and audit logs for a selected date range, when the export is initiated, then the system generates and provides a downloadable CSV file within 10 seconds containing all relevant data.
Compliance and Data Privacy Assurance
"As a compliance officer, I want all sensitive feedback handling processes to meet legal and policy requirements so that employee data is protected and audit-ready."
Description

Ensure all escalation guard processes adhere to relevant data protection regulations (e.g., GDPR, CCPA) and internal privacy policies. Implement data encryption at rest and in transit, anonymization protocols for stored feedback, access controls, and audit logging. Conduct regular compliance reviews and vulnerability assessments.

Acceptance Criteria
Encryption at Rest and Transit Verified
Given a feedback item is stored in the database When the system saves or retrieves the item Then data at rest must be encrypted with AES-256 and data in transit must be secured via TLS 1.2 or higher
Anonymization Process in Feedback Storage
Given employee feedback contains PII When the system stores the feedback Then PII must be replaced with unique identifiers and the original data must not be reconstructible
Access Control Enforcement for Escalated Threads
Given an escalation guard flags a thread When a user attempts to view the thread Then only users with HR or senior leadership roles receive access and all others are denied with a 403 error
Audit Logging of Escalation Events
Given an escalation event occurs When the system processes the event Then it must create an immutable log entry with timestamp, anonymized user ID, event type, and viewer role and retain logs for at least 365 days
Regular Compliance Review Reporting
Given the Escalation Guard feature is active When weekly compliance scans run Then a report must be generated summarizing encryption status, anonymization failures, access control violations, and vulnerability findings and emailed to the compliance team

Tiered Triumphs

Unlock progressive reward tiers as employees accumulate points, motivating ongoing participation with escalating benefits—such as extra gift card credits or premium perks—so users stay engaged and feel recognized at every milestone.

Requirements

Points Accumulation Engine
"As a remote team member, I want to earn points each time I complete a pulse survey so that I can progress through reward tiers and stay motivated."
Description

Automatically track, record, and update points for each employee upon completion of pulse surveys. The engine integrates with the existing survey database, ensuring real-time synchronization and data integrity. It includes periodic reconciliation processes to prevent duplication or loss of points and provides a scalable foundation for all tier progression logic.

Acceptance Criteria
Survey Completion Points Awarding
Given an employee completes a pulse survey, When the Points Accumulation Engine receives the completion event, Then the engine increases the employee’s point balance by the predefined survey points.
Real-Time Synchronization with Survey Database
Given a survey completion entry in the database, When the database update occurs, Then the Points Accumulation Engine reflects the change in the user’s point balance within 2 seconds.
Duplicate Submission Handling
Given identical survey completion events for the same user and survey instance, When the engine processes these events, Then only the first event awards points and subsequent duplicates are ignored.
Nightly Reconciliation Process
When the nightly reconciliation job runs at 2:00 AM, Then it compares total awarded points against completed surveys, logs any discrepancies, and resolves mismatches without losing or duplicating points.
High Throughput Event Handling
Given a load of 10,000 or more survey completion events per minute, When events are ingested, Then the engine processes all events with zero failures or dropped records.
Data Integrity under Network Latency
Given temporary network latency during synchronization, When an event fails to sync immediately, Then the engine queues the event and retries until it succeeds within 5 minutes.
Tier Configuration Module
"As an HR lead, I want to configure reward tiers and their point thresholds so that I can tailor the program to our company’s engagement goals."
Description

Provide an interface for administrators to define, adjust, and manage reward tiers, including point thresholds, tier names, and associated benefits. The module enforces validation rules (e.g., ascending point requirements) and stores configurations for use by the accumulation engine. Changes are versioned to support audit trails and rollback if needed.

Acceptance Criteria
Creating New Reward Tier
Given an administrator is on the Tier Configuration Module page and selects 'Add Tier', when they input a unique tier name, point threshold greater than the previous tier, and select associated benefits, then the system saves the tier, displays it in the tier list with correct details, and returns a success notification.
Validating Ascending Point Requirements
Given an administrator attempts to set a tier point threshold lower than or equal to the previous tier, when they submit the tier form, then the system displays a validation error 'Point threshold must be higher than previous tier' and prevents saving.
Ensuring Unique Tier Names
Given an administrator inputs a tier name that already exists, when they attempt to save the tier, then the system displays an error 'Tier name must be unique' and the new tier is not created.
Assigning Benefits to Tier
Given an administrator configures a tier, when they select multiple benefits and save, then each benefit is correctly associated with the tier and displayed in its details view.
Viewing Configuration Version History
Given an administrator navigates to version history for a tier configuration, when they select the history view, then the system lists previous versions with timestamp, author, and change summary.
Rolling Back to Previous Configuration Version
Given an administrator views past configurations and selects a version rollback, when they confirm the action, then the system restores tier settings to the selected version, logs the rollback event, and displays the updated configuration.
Rewards Catalog Integration
"As a remote team member, I want to view and select rewards available at my current tier so that I can redeem my points for meaningful benefits."
Description

Integrate a dynamic catalog of rewards that employees can unlock at each tier. The catalog pulls from an external rewards service or internal database, displaying item availability, descriptions, and redemption rules. It supports automated reserve and release of reward stock and synchronizes redemption status back to employee profiles.

Acceptance Criteria
Reward Catalog Display
Given an authenticated employee on the Rewards page When the Rewards Catalog Integration is active Then the employee sees a list of available rewards pulled from the external service with name, description, availability status, and redemption rules displayed correctly
Reward Stock Reservation
Given an employee selects a reward within their tier When they click Redeem Then the system reserves the reward stock via the external service and shows a confirmation notification to the employee
Reward Stock Release
Given a reserved reward is not redeemed within the reservation window When the reservation window expires Then the system automatically releases the reward back to stock on the external service and updates the catalog availability
Redemption Status Synchronization
Given an employee successfully redeems a reward When the external rewards service confirms redemption Then the system updates the employee's profile with redemption status and points balance in real-time
Catalog Tier Filtering
Given an employee with a specific reward tier When they view the Rewards Catalog Then only rewards available at or below their tier are displayed and rewards above their tier are hidden or marked locked
Progress Tracking Dashboard
"As a remote team member, I want to see my current points and how close I am to the next tier so that I can track my progress and stay engaged."
Description

Develop a user-facing dashboard within PulseSync to display current point totals, upcoming tier thresholds, and recent survey participation history. The dashboard offers visual indicators of progress (e.g., progress bars, badges) and allows filtering by date range. It refreshes in real time to reflect the latest point accumulation.

Acceptance Criteria
Real-Time Data Refresh on Dashboard Load
Given the user opens the Progress Tracking Dashboard When the dashboard loads Then all sections (point totals, upcoming tier thresholds, recent survey participation) reflect data updated within the last 2 seconds
Progress Bar Accurately Reflects Point Totals
Given the user has earned X points out of Y points needed for the next tier When the dashboard displays the progress bar Then the bar is filled to (X/Y)*100% accuracy within a 1% margin
Tier Threshold Notifications Displayed
Given a user crosses a new reward tier threshold When the dashboard refreshes Then a visible notification badge appears indicating the unlocked tier and its associated benefits
Survey Participation History Is Filterable
Given the user selects a start and end date in the filter controls When the filter is applied Then only survey participation entries within the selected date range are displayed
Visual Badges Appear Upon Tier Unlock
Given the user unlocks a new tier When the dashboard is viewed Then a badge with the tier name and corresponding icon is shown next to the user’s point total
Notification and Alerts System
"As a remote team member, I want to receive alerts when I unlock a new reward tier so that I know when to claim my benefits."
Description

Implement automated notifications that inform employees when they reach a new tier, unlock a reward, or fall behind expected engagement levels. Notifications can be sent via chat apps or email, and include personalized messages and calls to action. The system allows customization of notification triggers and templates by administrators.

Acceptance Criteria
Tier Milestone Notification Scenario
Given an employee reaches a new tier, when the system detects the tier change, then an automated notification is sent within 5 minutes via the employee’s preferred channel containing the employee’s name, new tier level, points earned, and a link to view rewards.
Reward Unlock Notification Scenario
Given an employee unlocks a new reward, when the unlock event occurs, then the system sends a personalized notification to the employee that includes the reward name, redemption instructions, and expiration date within 5 minutes.
Engagement Decline Alert Scenario
Given an employee’s engagement points fall below the monthly threshold, when the threshold is crossed, then the system generates and sends an alert to both the employee and their manager via email and chat app, specifying current points and recommended actions.
Notification Trigger Customization Scenario
Given an administrator accesses notification settings, when they adjust trigger conditions (e.g., point thresholds, channel preferences), then the system saves and applies the new conditions immediately and displays a confirmation message.
Notification Template Customization Scenario
Given an administrator edits a notification template, when they submit changes, then the system updates the template, applies it to subsequent notifications, and allows previewing of the personalized content in the admin console.
Admin Permissions and Controls
"As a PulseSync administrator, I want to restrict who can configure tier settings and redeem rewards so that program integrity and security are maintained."
Description

Establish role-based access controls for the Tiered Triumphs feature, ensuring only authorized administrators can configure tiers, manage rewards, and view sensitive engagement analytics. Permissions are integrated with the product’s existing user management system and support granular control at feature and action levels.

Acceptance Criteria
Authorized Admin Configures Tiered Rewards
Given a user with the Tiered Triumphs Admin role, when the user navigates to the reward tier configuration page and updates tier thresholds or benefits, then the system saves the changes, displays the updated tiers in the admin UI, and applies the new settings to subsequent point calculations without error.
Admin Views Sensitive Engagement Analytics
Given a user with AnalyticsView permission, when the user accesses the Tiered Triumphs analytics dashboard, then the system displays accurate engagement metrics, tier participation rates, and reward redemption statistics, and hides this data from users without the required permission.
Unauthorized User Attempts to Manage Tiers
Given a user without any Tiered Triumphs admin permissions, when the user attempts to access tier configuration pages, API endpoints, or management actions, then the system denies access, returns a 403 Forbidden response, and does not expose any tier management UI elements.
Permission Changes Propagate Immediately
Given an admin role’s Tiered Triumphs permissions are added or revoked via the existing user management system, when the change is saved, then the system immediately grants or removes access to tier configuration and reward management functions without requiring the user to log out or restart their session.
Audit Logging for Admin Actions
Given any administrator performs actions such as creating, updating, or deleting reward tiers, when the action occurs, then the system records the administrator’s ID, timestamp, action type, and details in the centralized audit log and makes the log entries available for security review.

Instant Redeem

Allow employees to instantly exchange points for rewards directly within their chat interface, streamlining redemption with one-click checkout and real-time inventory updates for a seamless, satisfying reward experience.

Requirements

One-Click Redemption
"As an employee, I want to redeem my points with a single click in the chat app so that I can quickly claim rewards without a lengthy process."
Description

Enables employees to instantly redeem rewards by selecting a reward and confirming with a single click directly within the chat interface. The system processes the request, deducts points, and updates inventory without leaving the chat app, ensuring a seamless and efficient redemption experience.

Acceptance Criteria
Successful Redemption With Sufficient Points
Given the employee has at least the required number of points and selects a reward in the chat interface When they click the 'Redeem' button Then the system deducts the correct number of points from their balance, updates the reward inventory in real time, and displays a success message including the new point balance
Redemption Blocked For Insufficient Points
Given the employee's current point balance is less than the reward cost When they attempt to redeem the reward Then the system prevents the redemption, does not alter the point balance or inventory, and displays an error message indicating insufficient points
Inventory Update On Redemption
Given a reward's inventory count is greater than zero When any employee completes a redemption Then the inventory count displayed in the chat interface decreases by one immediately and reflects the updated availability
Out-Of-Stock Reward Redemption Attempt
Given a reward's inventory count is zero When an employee views the reward in the chat interface Then the 'Redeem' button is disabled and an out-of-stock message is displayed instead of allowing redemption
Concurrent Redemption Inventory Consistency
Given two employees attempt to redeem the last available unit of a reward simultaneously When both redemption requests are processed Then only the first request succeeds, the second is rejected with an out-of-stock message, and the inventory remains at zero without any inconsistencies
Real-Time Inventory Sync
"As a user, I want to see current reward availability so that I avoid selecting items that are no longer in stock."
Description

Maintains up-to-date reward inventory levels by automatically synchronizing stock data between the rewards database and the chat interface in real time. This prevents users from selecting out-of-stock items and ensures accurate availability information at all times.

Acceptance Criteria
Display Updated Inventory on Reward Catalog
Given the user opens the reward catalog in the chat interface When real-time inventory sync is triggered Then the displayed stock quantity for each reward matches the current database records
Prevent Redemption of Out-of-Stock Items
Given an item’s stock level is zero When a user views or selects the item Then the redeem button is disabled and an “Out of stock” label is shown
Real-Time Stock Update After Redemption
Given two users have the same item visible When one user completes a redemption Then the inventory count updates in real time for the other user without requiring page refresh
Reflect External Stock Adjustments Immediately
Given an administrator modifies inventory levels via the admin portal When the change is saved Then all active chat interfaces receive the updated stock quantities within 5 seconds
Seamless Interface Update on Inventory Change
Given the user is browsing rewards in the chat interface When a stock level changes Then only the affected item’s availability and count update without a full catalog reload
Redemption Confirmation and Receipt
"As an employee, I want to receive a confirmation message and receipt after redeeming a reward so that I know my transaction was successful."
Description

Provides immediate confirmation messages and digital receipts within the chat after a redemption is completed. This includes details such as points deducted, reward redeemed, and expected delivery or fulfillment timeline, offering transparency and assurance to the user.

Acceptance Criteria
Successful Redemption Flow
Given a user redeems a reward within the chat interface When the redemption is processed Then the system displays a confirmation message showing points deducted, reward name, and timestamp, and delivers a digital receipt with order details
Inventory Exhaustion Handling
Given a user selects a reward that has gone out of stock When the user attempts redemption Then the system prevents point deduction, displays an out-of-stock notification, and provides an error receipt explaining the unavailability
Network Failure During Redemption
Given a network interruption occurs during redemption When the connection is restored Then the system completes the transaction, sends a confirmation message, and issues the digital receipt without duplicate point deductions
Digital Receipt Accessibility
Given a redemption has completed When the user requests the receipt within the chat Then the system retrieves and displays the digital receipt with all transaction details including points spent and expected fulfillment timeline
Fulfillment Timeline Notification
Given a reward with a defined delivery schedule When redemption is confirmed Then the system displays the expected delivery or fulfillment timeline in the confirmation message and receipt
Reward Catalog Browsing Interface
"As a user, I want to browse and filter available rewards in chat so that I can find the best reward for my points quickly."
Description

Integrates an interactive catalog within the chat app, allowing users to browse, filter, and search rewards by category, point cost, and popularity. The interface should be responsive and intuitive, providing thumbnail images and brief descriptions for each reward.

Acceptance Criteria
Browsing Rewards by Category
Given the user opens the Reward Catalog, when they select a category tab, then only rewards belonging to that category are displayed, with correct thumbnail images, names, and point costs.
Searching Rewards by Keyword
Given the user enters a keyword in the search bar, when they submit the search, then the catalog displays all rewards whose name or description contains the keyword, updating results in real time.
Filtering Rewards by Point Cost
Given the user sets a minimum and maximum point cost using the slider, when they apply the filter, then only rewards with point costs within that range are shown, and the filter state is retained until reset.
Sorting Rewards by Popularity
Given the user selects the 'Sort by Popularity' option, when the catalog refreshes, then rewards are ordered descending by number of redemptions, with the most popular items at the top.
Responsive Display on Mobile and Desktop
Given the user accesses the catalog on any device, when the interface loads, then the layout adjusts dynamically (grid or list) to fit screen size, ensuring images and text remain readable and actionable.
Error Handling and Fallback Mechanism
"As a user, I want to be informed and guided if my redemption fails so that I understand what went wrong and can try again or choose a different reward."
Description

Implements robust error detection and fallback processes for redemption failures due to network issues, payment errors, or out-of-stock scenarios. The system notifies users of the issue, suggests alternative actions, and logs errors for administrative review.

Acceptance Criteria
Network Failure During Redemption
Given the user clicks 'Redeem' and the network connection is lost; When the system fails to send the request after 3 retry attempts; Then the user sees a 'Network Error' notification with a 'Retry' button to reinitiate redemption.
Payment Processing Error Encountered
Given payment authorization fails due to insufficient funds or invalid payment method; When the payment gateway returns a declined status; Then the user sees a 'Payment Failed' message with instructions to update the payment method or try a different card.
Reward Item Out of Stock
Given the selected reward is no longer available in inventory; When the user attempts to redeem the reward; Then the system displays an 'Out of Stock' message and presents at least three alternative rewards of similar value.
Chatbot Service Timeout
Given the chat service API does not respond within 5 seconds during redemption; Then the system uses the last known inventory data to inform the user and displays a warning about potential unavailability, offering options to 'Proceed Anyway' or 'Cancel'.
Unexpected Server Error Occurs
Given an unrecognized server error occurs during redemption; Then the user sees a generic error message with a support contact link and a unique error reference ID, and the system logs the full error details for administrative review.

Ripple Leaderboard

Show a dynamic, anonymized leaderboard highlighting top point earners and teams, fostering friendly competition and boosting morale while keeping individual data private.

Requirements

Leaderboard Display UI
"As a team manager, I want to view a dynamic leaderboard within my chat app so that I can quickly recognize and celebrate top performers and motivate my team."
Description

Implement a dynamic, visually engaging leaderboard within PulseSync’s chat interface that highlights the top point earners and leading teams in real time. The UI should clearly present rankings while maintaining a clean layout that adapts to different screen sizes and themes. Animations or transitions should gently draw attention to changes without overwhelming users. This feature will drive friendly competition, boost morale, and encourage continuous engagement by making achievements visible at a glance.

Acceptance Criteria
Real-Time Leaderboard Update Notification
Given a new pulse survey response that changes a user’s or team’s point total, when the response is processed, then the leaderboard must reflect the updated ranking within 5 seconds.
Responsive Layout Adaptation
Given the chat interface is viewed on various screen sizes and themes, when the leaderboard is rendered, then all UI elements adjust appropriately without overlap or loss of functionality.
Anonymized User Data Display
Given users earn points, when their rankings are displayed, then only anonymized identifiers or pseudonyms are shown, ensuring no personal information is exposed.
Animated Highlight of Ranking Changes
Given a change in rank for any user or team, when the leaderboard refreshes, then an unobtrusive animation highlights the change within 2 seconds without affecting usability.
Performance Under Load
Given multiple simultaneous survey responses, when the leaderboard processes concurrent updates, then it continues to update within performance thresholds (no more than 200ms render delay) and remains responsive.
Anonymized Data Handling
"As an HR lead, I want the leaderboard to show anonymous identifiers instead of real names so that individual contributions are celebrated without compromising privacy."
Description

Ensure all personal data is processed and displayed in an anonymized format. Individual names should be replaced with pseudonyms or unique identifiers, and any sensitive information must be stripped before leaderboard aggregation. Data encryption should be enforced both at rest and in transit. This requirement protects user privacy while allowing teams to celebrate achievements without exposing personal identities.

Acceptance Criteria
Leaderboard Display Pseudonymization
Given the leaderboard is rendered in the chat app, When user names are displayed, Then all individual names are replaced with unique pseudonyms and no real names appear.
Data Encryption At Rest
All user data stored in the database must be encrypted using AES-256 encryption, ensuring no plaintext personal information is written to disk.
Secure Data Transmission
Given any data payload containing user identifiers is sent over the network, When transmitting data between services, Then TLS 1.2 or higher must be used and all payloads validated for encryption integrity.
Aggregation Excludes PII
When computing team and individual point totals for the leaderboard, All personally identifiable information fields must be stripped from the dataset before aggregation occurs.
Pseudonym Uniqueness Validation
Before assigning a pseudonym for a new user entry, The system must verify that the pseudonym does not duplicate any existing pseudonym within the current leaderboard session.
Real-Time Update Engine
"As a remote team member, I want the leaderboard to update in real time when points are earned so that I can instantly see how my contributions affect team standings."
Description

Develop a backend service that processes point-earning events and pushes updates to the leaderboard within seconds. Use WebSocket or a similar push technology to deliver live updates to all connected clients. The system should handle high-frequency events gracefully and degrade to batch updates if real-time streaming fails. Robust error handling and retry mechanisms must ensure leaderboard accuracy.

Acceptance Criteria
High-Frequency Event Handling
Given the engine receives 1000+ point events per second, events are queued and processed without loss or delay beyond 2 seconds. When a burst of events occurs, then the leaderboard updates within 2 seconds of each event. And no events are dropped; total processed events equals total received over a 1-minute test.
WebSocket Connection Establishment
Given a client initiates a WebSocket connection, when valid credentials are provided, then the handshake completes within 500ms. And unauthorized connection attempts are rejected with a 401 error.
Fallback to Batch Processing on Streaming Failure
Given a client’s WebSocket stream fails, when real-time streaming is unavailable, then updates are delivered in batches every 10 seconds. And the client receives the first batch no later than 12 seconds after failure. And when streaming is restored, real-time updates resume within 5 seconds.
Error Handling and Automatic Retries
Given a push to a client fails, when an error occurs, then the system logs the error and retries up to 3 times with exponential backoff. And a successful retry delivers the update within 30 seconds of the initial failure. And if all retries fail, the system raises an alert in the monitoring dashboard.
Client Update Propagation
Given a new point update is processed, when clients are connected, then all clients display the updated leaderboard within 2 seconds. And clients joining mid-stream receive the current leaderboard state within 2 seconds of connecting. And messages older than 5 seconds are discarded to prevent stale updates.
Customizable Leaderboard Filters
"As a team manager, I want to filter the leaderboard by time period and team subgroup so that I can evaluate performance trends and focus on relevant segments."
Description

Provide filters allowing users to customize the leaderboard view by time frame (daily, weekly, monthly), team subgroup, or activity type. Filter controls should be intuitive and persist user preferences across sessions. The feature empowers managers to analyze trends, focus on specific intervals, and tailor the competitive view to different team contexts.

Acceptance Criteria
Filter Leaderboard by Daily Time Frame
Given the manager is viewing the leaderboard, when they select the 'Daily' time frame filter, then only point entries earned within the last 24 hours are displayed, and the leaderboard order updates accordingly.
Filter Leaderboard by Team Subgroup
Given the manager is viewing the leaderboard, when they choose a specific team subgroup from the subgroup filter dropdown, then only members of that subgroup appear on the leaderboard, and the results reflect their points.
Filter Leaderboard by Activity Type
Given the manager is viewing the leaderboard, when they select an activity type (e.g., 'Survey Completion') from the activity filter, then the leaderboard displays only point entries associated with that activity type.
Persistence of Filter Preferences Across Sessions
Given the manager has applied one or more filters and refreshes or reopens the application, then the previously selected filters are automatically reapplied to the leaderboard view.
Combined Filters Application
Given the manager applies multiple filters (time frame, subgroup, and activity type), when they submit the filter selection, then the leaderboard displays entries that satisfy all selected filter criteria simultaneously.
Milestone Notifications & Alerts
"As a department head, I want to receive alerts when my team hits new milestone ranks so that I can acknowledge their progress immediately."
Description

Design a notification system that triggers alerts when users or teams reach predefined milestones on the leaderboard. Notifications should appear within the chat app and optionally via email. Configurable thresholds and delivery channels allow managers to celebrate achievements promptly and encourage continued participation. The system should avoid alert fatigue by batching similar notifications.

Acceptance Criteria
In-Chat Notification Upon User Milestone Achievement
Given a user reaches a predefined point milestone on the leaderboard, When the system detects the milestone, Then an immediate, anonymized notification appears in the user’s chat app within 5 seconds.
Email Notification for Team Milestone Achievement
Given a team’s combined points reach a configured milestone threshold, When the milestone is reached, Then an email is sent to the manager’s inbox within 1 minute, containing the team name and milestone details.
Configurable Threshold Adjustment
Given a manager accesses the milestone settings panel, When the manager updates the point threshold and saves changes, Then the new threshold takes effect immediately and future milestone detections use the updated value.
Batching Similar Notifications to Prevent Fatigue
Given multiple users or teams reach milestones within a 10-minute window, When these events occur, Then the system consolidates them into a single grouped notification message, listing all achievements together.
Manager Configures Delivery Channel Preferences
Given a manager navigates to notification preferences, When the manager selects enabled channels (chat, email), Then only the chosen delivery channels are used for future milestone alerts.

Team Boosters

Set collective point goals for teams, unlocking bonus rewards when crossed—encouraging collaboration and shared accountability to maintain high engagement across the entire group.

Requirements

Team Goal Configuration
"As a team manager, I want to configure point-based goals for my team so that I can motivate collective effort and track progress toward rewards."
Description

Allow managers to define collective point goals for teams, specifying target values, timeframes, and associated reward tiers. This feature integrates with existing team settings in PulseSync, enabling seamless setup of Team Boosters campaigns. Managers can adjust goals mid-campaign, view impact on engagement metrics, and save templates for recurring use. Expected outcomes include streamlined campaign creation and increased clarity around team objectives.

Acceptance Criteria
Initial Team Goal Setup
Given a manager accesses the Team Boosters section, When they click 'Create New Team Goal' and enter a target point value, start/end dates, and select a reward tier, Then the new goal is saved, appears in the active campaigns list with correct details, and a confirmation notification is displayed.
Mid-Campaign Goal Modification
Given an active team goal campaign exists, When the manager clicks 'Edit' on the campaign, updates the point target or timeframe, and saves changes, Then the campaign details update instantly, historical progress is retained, and a success message confirms the update.
Engagement Metrics Display After Goal Activation
Given a team goal campaign is active, When the manager views the campaign dashboard, Then a progress bar shows current accumulated points versus the target, and related engagement metrics (e.g., pulse survey response rate) update in real time.
Saving a Team Goal as Template
Given the manager has configured a team goal campaign, When they click 'Save as Template', provide a template name, and confirm, Then the template is added to the templates list with correct details and a confirmation toast appears.
Applying a Saved Goal Template
Given existing saved templates are available, When the manager selects 'Use Template' during campaign creation, chooses a template, and confirms, Then all template fields (target, timeframe, reward) auto-populate, editable before saving, and the campaign preview reflects these values.
Reward Tier Management
"As an HR lead, I want to set and manage reward tiers for team achievements so that I can ensure timely and accurate recognition when goals are met."
Description

Provide an interface for defining and editing bonus rewards tied to goal milestones, including reward names, descriptions, eligibility criteria, and delivery methods. This requirement ensures rewards are actionable and transparent, automatically unlocked when teams cross predefined thresholds. It leverages PulseSync’s notification engine to announce rewards and integrates with HR systems for reward fulfillment.

Acceptance Criteria
Creating a New Reward Tier
Given the manager is on the Reward Tier Management page, when they enter a valid reward name, description, eligibility criteria, and delivery method and click Save, then the new reward tier is persisted in the database and immediately appears in the list with all entered details.
Editing an Existing Reward Tier
Given an existing reward tier is displayed in the list, when the manager updates any field (name, description, eligibility criteria, or delivery method) and clicks Save, then the system updates the record and displays the revised details without creating a duplicate entry.
Automatic Reward Unlock and Notification
Given a team’s cumulative points reach the predefined threshold for a reward tier, when the threshold is crossed, then the system automatically marks the reward as unlocked, sends an in-chat notification to the team, and logs the event in the notification history.
Reward Fulfillment via HR System Integration
Given a reward is unlocked, when the system triggers the fulfillment process, then an API request with the reward details and recipient list is sent to the integrated HR system and a success response is received and recorded in the audit log.
Eligibility Criteria Enforcement
Given a manager defines eligibility criteria using allowed parameters and operators, when they attempt to save the reward tier, then the system validates the criteria syntax, rejects invalid expressions with an error message, and only accepts well-formed criteria.
Real-time Progress Dashboard
"As a team member, I want to see our team’s live progress toward collective goals so that I stay informed and motivated to contribute."
Description

Develop a dashboard to visualize team progress toward point goals in real time, showing total points earned, remaining points to goal, and individual contributions. The dashboard will be accessible in chat apps and the PulseSync web portal, updating instantly with new pulse survey data. This visualization enhances transparency, fosters healthy competition, and allows managers to intervene when progress stalls.

Acceptance Criteria
Dashboard Loading in Chat App
Given a team manager requests the progress dashboard in the chat app, When at least one pulse survey is completed, Then the dashboard loads within 2 seconds and displays the team’s total points earned, remaining points to goal, and a ranked list of individual team members’ contributions.
Real-time Data Refresh
Given the progress dashboard is open, When a new pulse survey response is submitted that alters team points, Then the dashboard automatically updates to reflect the new totals and individual contributions within 5 seconds without requiring a manual refresh.
Progress Overview in Web Portal
Given a user accesses the PulseSync web portal dashboard, When the page loads, Then it accurately displays real-time team points, remaining points to goal, and shows a heatmap indicator of progress (green/yellow/red) based on percentage towards the goal.
Stalled Progress Alert Integration
Given the team’s remaining points to goal exceeds 50% and no new points have been recorded in the past 24 hours, When this condition is detected, Then an alert notification is sent to the manager in the chat app within 1 hour identifying the stalled status and encouraging action.
Mobile Chat Client Responsive Display
Given a manager views the progress dashboard in a mobile chat client, When the dashboard renders, Then it adjusts layout for a 360x640 viewport, ensuring all key metrics (total points, remaining points, top 3 contributors) are visible without horizontal scrolling and touch interactions respond within 100ms.
Threshold Achievement Notifications
"As a team manager, I want to receive instant alerts when my team hits goal milestones so that I can recognize achievements and reinforce positive engagement."
Description

Implement automated notifications that trigger when teams cross specified point thresholds, alerting team members and managers via chat apps and email. Notifications include milestone details, celebratory messaging, and next-goal prompts. This feature boosts morale by providing immediate feedback and encourages teams to aim for higher goals by highlighting incremental successes.

Acceptance Criteria
Threshold Reached Notification via Chat App
Given a team crosses a defined point threshold, when the system detects the threshold crossing, then an automated notification with correct milestone details is sent to the team's chat channel within 60 seconds.
Threshold Reached Notification via Email
Given a team crosses a defined point threshold, when the system detects the threshold crossing, then an email notification is sent to all team members and managers within 5 minutes, containing the milestone details and celebratory message.
Milestone Details in Notification
Given a team crosses a threshold, when notifications are generated, then the notification content includes the threshold value, team current points, date/time of achievement, and team name.
Celebratory Messaging Tone Verification
Given a threshold crossing event, when notifications are delivered, then the message tone is positive and includes at least one celebratory phrase and an emoji.
Next-Goal Prompt Inclusion
Given a threshold crossing event, when notifications are generated, then they include a prompt stating the next threshold target with its point value.
Historical Boost Analytics
"As an HR lead, I want to review historical Team Boosters data so that I can measure long-term engagement trends and optimize future campaigns."
Description

Capture and present historical data on Team Boosters campaigns, including past goals, achievement timelines, reward redemption rates, and engagement trends. Analytics are available in report format for managers and HR leads, supporting post-campaign reviews and data-driven adjustments to future goals. Integration with PulseSync’s analytics module ensures consistency and long-term insights into team morale patterns.

Acceptance Criteria
Historical Campaign Goals Overview
Given a manager accesses the Historical Boost Analytics report When the manager selects a past Team Boosters campaign Then the system displays the campaign’s goal details including point target, start date, end date, and team name
Achievement Timeline Details
Given a manager views the timeline section of a past campaign When the timeline loads Then milestones and point accumulation over time are plotted accurately and align with recorded campaign data
Reward Redemption Rate Reporting
Given a completed campaign record When the manager views reward metrics Then the system calculates and displays the percentage of enrolled team members who redeemed their bonuses
Engagement Trend Visualization
Given multiple past campaigns are selected When trends are generated Then the system visualizes engagement metrics over time and highlights significant increases or decreases
Data Export for Post-Campaign Review
Given a manager clicks the export button When the export is triggered Then a report is downloaded in CSV and PDF formats containing all historical campaign goals, timelines, redemption rates, and engagement trends
Integration Data Consistency Check
Given updates are made to historical boost data When the analytics module is refreshed Then the displayed historical data matches the PulseSync analytics module with no discrepancies

Rewards Marketplace

Provide a curated catalog of diverse, customizable rewards—ranging from gift cards to experiences—that employees can filter by category, value, or delivery method, ensuring every participant finds incentives that resonate.

Requirements

Reward Catalog Filtering
"As an employee, I want to filter rewards by category, value, or delivery method so that I can quickly find incentives that match my preferences."
Description

Enable users to filter the rewards catalog by category, value, and delivery method, providing a streamlined way to discover relevant incentives.

Acceptance Criteria
Filter Rewards by Category
Given the user is viewing the rewards catalog When the user selects the “Wellness” category filter and applies it Then only rewards tagged as “Wellness” are displayed
Filter Rewards by Value Range
Given the rewards catalog is populated with rewards valued between $10 and $200 When the user sets the value filter to $50–$100 and applies it Then only rewards with values between $50 and $100 are displayed
Filter Rewards by Delivery Method
Given the rewards catalog contains both digital and physical rewards When the user selects the “Digital” delivery method filter and applies it Then only rewards deliverable via digital methods are listed
Combined Filters Applied Simultaneously
Given the rewards catalog contains items across multiple categories, value ranges, and delivery methods When the user selects “Gift Cards” category, sets value between $25–$50, and chooses “Email” delivery Then only gift cards valued $25–$50 sent by email are displayed
No Matching Rewards Found
Given the rewards catalog has no items matching a combination of filters When the user applies filters for category “Travel,” value over $500, and delivery “Physical” Then the system displays a “No results found” message and suggests clearing or adjusting filters
Reward Item Customization
"As a manager, I want to customize reward details so that the incentives reflect our company culture and objectives."
Description

Allow managers to customize reward details such as expiry date, personalized messaging, and branding, ensuring each incentive aligns with company culture and campaign goals.

Acceptance Criteria
Expiry Date Customization Scenario
Given a manager accesses the reward customization panel When they select an expiry date in the future Then the system accepts and saves the date and displays the updated expiry on the reward overview page without errors
Personalized Messaging Scenario
Given a manager enters a custom message in the messaging field When they include emojis, placeholders, or line breaks Then the preview renders the full message exactly as entered and the system saves it without truncation
Branding Alignment Customization Scenario
Given a manager uploads or selects company logo and color values When they save branding settings Then all branding elements apply to the reward notification template and match the company’s style guidelines in both chat and email formats
Bulk Reward Customization Scenario
Given a manager selects multiple reward items in a campaign When they apply a single set of customization parameters Then each selected reward is updated within 2 seconds and the system confirms success for all items
Preview and Confirmation Scenario
Given a manager finishes customizing reward details When they click ‘Preview and Confirm’ Then the system displays a real-time rendering of the final reward notification in both chat and email contexts and logs the confirmation event in the audit trail
Reward Delivery Options
"As an employee, I want to receive my reward via my preferred delivery channel so that redemption is convenient and immediate."
Description

Support various delivery methods including email, SMS, and in-app notifications, ensuring timely and preferred delivery of rewards to recipients.

Acceptance Criteria
Email Delivery for Gift Cards
Given an administrator selects email as the delivery method and enters a valid email address, When the reward is issued, Then the system sends a formatted reward email with the gift card code within 5 minutes and logs the email delivery status as 'Sent'.
SMS Delivery for Time-Sensitive Rewards
Given an administrator selects SMS as the delivery method and enters a valid phone number, When the reward is issued, Then the system sends the SMS containing the reward details within 2 minutes and records the delivery confirmation in the transaction log.
In-App Notification Delivery Confirmation
Given a user has the PulseSync mobile app open or in background, When a reward is issued with in-app notification selected, Then the user receives a push notification within 1 minute and can tap to view reward details in-app.
Fallback to Alternative Delivery Method
Given the primary delivery method fails (e.g., email bounce or SMS error), When the system detects the failure, Then it automatically retries using the user's secondary preferred method within 5 minutes and flags the original attempt in the error log.
User-Preferred Delivery Method Persistence
Given a user configures a preferred delivery method (email, SMS, or in-app) in their profile, When a subsequent reward is issued, Then the system automatically defaults to the user's preferred method without requiring manual selection.
Redemption Status Tracking
"As a manager, I want to monitor the redemption status of rewards so that I can ensure recipients receive their incentives."
Description

Track and display the status of each reward redemption, providing visibility into pending, completed, or failed deliveries for both managers and recipients.

Acceptance Criteria
Manager Dashboard Displays Real-time Redemption Status
Given a manager is logged into PulseSync When the manager navigates to the Rewards Marketplace redemption dashboard Then the system shall display all reward redemptions with statuses marked as Pending, Completed, or Failed And statuses must update within 5 minutes of any change And each status must be color-coded consistently
Recipient Checks Redemption Status in Chat
Given a recipient has an active reward redemption When the recipient sends the “/redemption status” command in the integrated chat app Then the system responds with the current status of their redemption (Pending, Completed, or Failed) And includes the original request date and estimated delivery time if Pending
Email Notification on Failed Redemption
Given an email notification setting is enabled for failed redemptions When any reward redemption fails delivery Then the system shall send an email to both the manager and the recipient within 2 minutes And the email must include redemption ID, failure reason, and next steps to retry or contact support
Bulk Export of Redemption Statuses
Given a manager selects the “Export Redemption Statuses” option When the manager requests an export of all redemptions for a specified date range Then the system generates a CSV file containing redemption ID, recipient, reward, status, request date, and completion date And the export file is available for download within 1 minute for up to 1,000 records
Automated Alert for Multiple Failed Redemptions
Given more than three reward redemptions fail within a 24-hour period When the third failure occurs Then the system sends an automated chat alert to the designated HR lead And the alert includes a summary of all failed redemptions and suggested next steps
Admin Reward Inventory Management
"As an admin, I want to manage the reward inventory so that the catalog stays up-to-date and stock levels are accurate."
Description

Provide admins with tools to add, remove, or update reward items in the catalog, and to manage inventory levels and supplier relationships for seamless operations.

Acceptance Criteria
Admin Adds New Reward Item
Given the admin is on the Reward Inventory Management page, when they click “Add Reward,” fill in all required fields (name, category, value, delivery method, supplier) and click “Save,” then the new reward item appears in the catalog with the correct details.
Admin Updates Reward Item Details
Given an existing reward item listed in the catalog, when the admin selects “Edit,” modifies one or more fields (e.g., value, delivery method) and clicks “Save,” then the catalog reflects the updated details, and an audit log entry records the changes with timestamp and admin ID.
Admin Removes Reward Item
Given an existing reward item in the catalog, when the admin clicks “Delete” and confirms the action, then the reward item is removed from the catalog, cannot be selected by employees, and the inventory log registers the deletion with timestamp and admin ID.
Admin Adjusts Inventory Levels
Given a reward item with current inventory count, when the admin updates the stock level to a new positive integer and clicks “Update Inventory,” then the system saves the new inventory level, displays the updated count on the inventory page, and triggers a low-stock alert if the count falls below the preconfigured threshold.
Admin Manages Supplier Relationships
Given the Supplier Management section, when the admin adds a new supplier or edits an existing one (entering/editing name, contact info, and associated reward items) and clicks “Save,” then the supplier details are stored, displayed correctly in the supplier list, and linked to the selected reward items.
Admin Views Inventory History Log
When the admin navigates to the Inventory History tab, then all reward item add, update, and delete actions are listed chronologically with date/time, admin user, action type, and details, and the list can be filtered by date range and action type.
Rewards Wishlist
"As an employee, I want to save rewards to my wishlist so that I can easily find and redeem them later."
Description

Enable users to bookmark or add rewards to a wishlist for future redemption, enhancing engagement by allowing employees to track desired incentives.

Acceptance Criteria
Reward Addition to Wishlist
Given the user is viewing a reward in the Marketplace, When the user clicks the “Add to Wishlist” button, Then the reward is added to the user’s wishlist and a confirmation message is displayed.
Wishlist Display and Navigation
Given the user navigates to their Wishlist tab, When the page loads, Then all rewards previously added are displayed in a list sorted by date added, and each item shows name, image, and category.
Reward Removal from Wishlist
Given the user is viewing their Wishlist, When the user clicks the “Remove” button on a reward, Then the reward is removed from the wishlist and the list updates immediately to reflect the change.
Wishlist Persistence Across Sessions
Given the user adds rewards to their wishlist, When the user logs out and logs back in, Then the wishlist still contains all previously added rewards.
Automatic Wishlist Update on Redemption
Given the user redeems a reward that exists in their wishlist, When the redemption is confirmed, Then the reward is automatically removed from the wishlist and a success notification is shown.

Streak Saver

Reward continuous engagement with bonus points for consecutive survey completions, protecting earned streaks with reminders and preserving momentum by letting employees track their personal consistency.

Requirements

Streak Tracking Dashboard
"As an employee, I want to see my streak status and bonus point totals in one place so that I can stay motivated and track my consistency over time."
Description

Implement a centralized dashboard within PulseSync where employees can view their current streak count, upcoming survey dates, bonus point totals, and progress toward milestones. The dashboard should dynamically update after each survey completion, integrate with the existing UI framework in chat apps, and visually emphasize streak continuity to motivate consistent engagement. It should be accessible via a ‘Streaks’ tab or command and load data in real time to reflect the user’s latest activity.

Acceptance Criteria
Viewing Current Streak Count
Given a user has completed at least one pulse survey, When they open the ‘Streaks’ dashboard, Then the system shall display their current consecutive survey completion count as a non-negative integer that matches their actual completed surveys without discrepancy.
Monitoring Upcoming Survey Dates
Given a user is scheduled for the next pulse survey, When they view the ‘Upcoming Survey’ section on the dashboard, Then the system shall display the correct date and time of the next survey in the user’s local timezone.
Checking Bonus Point Totals
Given a user has earned bonus points for consecutive survey completions, When they check their bonus point balance in the dashboard, Then the displayed total bonus points shall equal the sum of all points awarded for each completed streak without rounding errors.
Tracking Progress Toward Milestones
Given predefined milestone thresholds for streak lengths, When a user’s streak count reaches a threshold, Then the dashboard shall visually indicate the achieved milestone and show progress toward the next milestone (e.g., progress bar at least 0% and no more than 100%).
Real-Time Dashboard Updates
Given a user completes a pulse survey, When the survey submission is confirmed, Then the ‘Streaks’ dashboard shall update the streak count, bonus point total, and milestone progress within 5 seconds without requiring a manual page refresh.
Reminder Notification System
"As an employee, I want to receive timely reminders before I miss a survey so that I can maintain my engagement streak without forgetting to participate."
Description

Develop an automated notification service that sends friendly reminders to employees via chat when they are about to break their streak. The system should allow configurable timing (e.g., 24 hours before survey availability), use templated messages for personalization, and disable itself once the survey has been completed for that cycle. It must integrate with existing chat app notifications and respect user preferences for mute periods or do-not-disturb settings.

Acceptance Criteria
24-Hour Pre-Streak Break Reminder Trigger
Given a user has maintained an active streak and has not yet completed the upcoming survey, when exactly 24 hours remain before the survey becomes available, then the system sends a reminder notification via the user’s connected chat app.
Personalized Templated Notification Delivery
Given a user’s profile data (name and current streak count), when generating the reminder, then the notification message includes the user’s name and streak length, using the preconfigured message template.
Disable Notification Upon Survey Completion
Given a user completes the survey during the reminder window, when the system records survey completion, then any pending reminder notifications for that cycle are canceled and not delivered.
Respect Do-Not-Disturb and Mute Settings
Given a user has configured mute periods or DND settings in their chat app, when the reminder is scheduled to be sent, then the system checks user preferences and defers delivery until outside the mute or DND window.
Configurable Reminder Timing Configuration
Given an administrator updates the reminder timing setting (e.g., to 12 hours before survey availability), when a user’s reminder is due, then the notification is sent according to the newly configured timing instead of the default 24-hour window.
Notification via Supported Chat Applications
Given a user’s connected chat platform (e.g., Slack or Microsoft Teams), when the system sends the reminder, then the notification is delivered successfully through the correct chat API endpoint without errors.
Bonus Points Allocation
"As an employee, I want to earn bonus points automatically when I complete surveys consecutively so that I feel rewarded for maintaining my streak."
Description

Create a backend service to calculate and assign bonus points for consecutive survey completions. The logic should define thresholds (e.g., 5-day streak = +10 points, 10-day streak = +25 points), persist point totals in the user’s profile, and expose an API for retrieving current and historical point data. The service must handle edge cases such as overlapping surveys and reset conditions, and integrate seamlessly with the existing reward points system.

Acceptance Criteria
5-Day Streak Bonus Allocation
Given a user completes their fifth consecutive daily survey, when the survey is submitted, then the system adds 10 bonus points to the user’s profile, persists the new total in the database, and returns the updated point total via the API.
10-Day Streak Bonus Allocation
Given a user completes their tenth consecutive daily survey, when the survey is submitted, then the system adds 25 bonus points to the user’s profile, persists the new total in the database, and returns the updated point total via the API.
Overlapping Survey Submission Handling
Given a user attempts to submit multiple surveys in a single day, when additional surveys are received after the first, then those submissions are recorded but do not increment the streak or award bonus points.
Streak Reset on Missed Day
Given a user misses a survey on a scheduled day, when they next submit a survey, then the system resets their streak count to 1 and does not award bonus points for the gap day.
Bonus Points History Retrieval
Given an API request for a user’s bonus points history, when the request is made with valid credentials, then the system returns a chronological list of all bonus point awards with dates, streak lengths, and points awarded.
Streak Protection Logic
"As an admin, I want a grace period for late survey submissions so that users aren’t unfairly penalized and can preserve their hard-earned streaks."
Description

Implement logic to safeguard a user’s streak against accidental breaks by recognizing valid late completions within a grace period. Configure a default grace window (e.g., up to 4 hours after survey expiration) and allow admins to adjust this threshold. The system should automatically reconcile late survey submissions, retain the user’s streak, and log any regained streaks for auditability. It must integrate with the reminder service and backend timing controls.

Acceptance Criteria
Grace Period Late Submission Recognition
Given a user submits a survey within the configured grace period (default 4 hours) after expiration, When the system processes the submission, Then the user’s existing streak is retained and incremented as if submitted on time.
Admin-Configured Grace Window Adjustment
Given an administrator updates the late submission grace window to a custom value, When a user submits a survey within that custom window, Then the system applies the new threshold and preserves the user’s streak accordingly.
Missed Survey Beyond Grace Period
Given a user submits a survey after the grace period has elapsed, When the system evaluates the submission timestamp, Then the user’s streak is reset to zero and a streak break event is recorded.
Reminder Service Integration Trigger
Given a user has not completed the survey one hour before expiration, When the reminder service triggers within the grace window, Then a reminder notification is sent and logged to support streak protection.
Audit Log Entry for Regained Streak
Given a late survey submission within the grace period regenerates a user’s streak, When the system reconciles the late submission, Then an audit log entry is created with user ID, submission time, and streak status change.
User Streak History Export
"As an employee, I want to download my streak and reward history so that I can analyze my engagement patterns and share my progress if desired."
Description

Provide a feature to export an employee’s streak and bonus point history as a CSV or JSON file. The export should include dates of survey completions, streak lengths, bonus points awarded, and any grace period recoveries. It must be accessible from the dashboard via an ‘Export History’ option, respect data privacy rules, and allow users to download their personal engagement records for personal tracking or sharing.

Acceptance Criteria
Export History Option Accessibility
Given the user is logged in and on their dashboard with at least one completed survey streak When the user views the dashboard toolbar Then the 'Export History' button is visible and enabled
Successful CSV Export
Given the user clicks the 'Export History' button and selects 'CSV' When the user confirms the export Then the system downloads a file named 'streak_history_{userID}_{YYYYMMDD}.csv' containing columns: date, streakLength, bonusPoints, gracePeriodRecovery with one row per survey completion
Successful JSON Export
Given the user clicks the 'Export History' button and selects 'JSON' When the user confirms the export Then the system downloads a file named 'streak_history_{userID}_{YYYYMMDD}.json' containing a top-level array of objects with keys: date, streakLength, bonusPoints, gracePeriodRecovery
Export Respects Data Privacy
Given a user attempts to access another employee’s export option via URL manipulation When the user submits the export request Then the system denies access with a '403 Forbidden' response and no file is generated
Export Error Handling
Given a network or server error occurs during the export When the user initiates a download Then the system displays an error notification 'Export failed, please try again' and does not produce a corrupt or partial file

MagicLink Login

Delivers a secure, one-click authentication link directly within the user’s chat interface. Users simply tap the link to instantly verify their identity—no passwords required—making access to pulse surveys swift and frictionless.

Requirements

Secure Token Generation
"As a remote team member, I want a secure one-click login link so that I can access surveys without managing passwords."
Description

Generate cryptographically secure, single-use tokens encapsulating user identity and session metadata. Tokens must be unguessable, adhere to industry standards (e.g., JWT with strong encryption), and be stored transiently with strict access controls. This ensures that MagicLink authentication remains secure and tamper-proof while preserving user privacy.

Acceptance Criteria
MagicLink Token Generation
Given a user requests a MagicLink, when the system generates a token, then the token must be a cryptographically secure JWT containing user ID and timestamp and adhere to RFC 7519 with a strong encryption algorithm (e.g., RS256).
Token Validity Duration
Given a token is issued, then it must expire exactly 15 minutes after creation, and any use beyond expiration must be rejected with an "Unauthorized" error.
Token Single-Use Enforcement
Given a token has been used to authenticate, then any subsequent use of the same token must be rejected, and the token must be marked as consumed in the transient store.
Token Integrity and Encryption
Given a token is presented for authentication, then it must be verified against the server’s public key for signature validity and any signature mismatch must result in authentication failure.
Token Storage and Access Control
Given a token is generated, then it must be stored in-memory with encryption at rest, accessible only by the authentication service, and automatically purged upon expiration or successful use.
Chat App Link Delivery
"As a system administrator, I want seamless delivery of MagicLinks in chat apps so that users receive authentication prompts in their existing communication channels."
Description

Deliver the MagicLink to users via their integrated chat platforms. The system must support multiple chat APIs (e.g., Slack, Microsoft Teams, Google Chat), format the message according to platform guidelines, and handle rate limits and retries. This seamless integration allows users to receive authentication links directly in their workflow.

Acceptance Criteria
Deliver MagicLink via Slack channel
Given a configured Slack integration, when the system sends a MagicLink to a Slack user, then the user receives the message formatted to Slack’s guidelines within 5 seconds and the link authenticates successfully.
Deliver MagicLink via Microsoft Teams chat
Given a configured Teams integration, when the system sends a MagicLink to a Teams user, then the user receives the message as an adaptive card within 5 seconds and the link authenticates successfully.
Deliver MagicLink via Google Chat
Given a configured Google Chat integration, when the system sends a MagicLink to a Google Chat user, then the user receives the message in the correct JSON format within 5 seconds and the link authenticates successfully.
Retry on API rate limit errors
Given an API returns a rate limit error, when the system attempts delivery, then it retries up to three times with exponential backoff and logs each retry before ultimately delivering the MagicLink.
Handle invalid chat platform configuration
Given missing or incorrect chat API credentials, when the system attempts to send a MagicLink, then it logs a descriptive error, notifies the administrator within 1 minute, and provides a user-friendly failure message to the end user.
Ensure delivery performance under load
Given a peak demand of 1000 MagicLink deliveries per minute, when the system processes requests, then it maintains a success rate of at least 99% across all supported chat platforms.
One-click Authentication Flow
"As a user, I want to be automatically authenticated after clicking the MagicLink so that I avoid manual sign-in steps and can quickly proceed to pulse surveys."
Description

Implement an automatic authentication endpoint that validates tokens when users click the MagicLink. The backend should verify token integrity, prevent replay attacks, establish a secure user session, and redirect users to the appropriate PulseSync interface without requiring additional credentials.

Acceptance Criteria
Valid MagicLink Click
Given a valid and unexpired magic link token When the user clicks the link Then the system verifies token integrity, establishes a secure session, and redirects the user to the PulseSync dashboard
Expired Token Handling
Given an expired magic link token When the user clicks the link Then the system displays an expiration error message and provides an option to request a new link
Invalid or Tampered Token
Given a magic link token that fails signature or integrity checks When the user clicks the link Then the system rejects the request, logs the incident, and displays an invalid link notification
Replay Attack Prevention
Given a magic link token that has already been used When the user clicks the link again Then the system identifies the token as single-use, denies access, and prompts the user to request a new link
Post-Authentication Redirect
Given successful token validation and session creation When the user completes authentication Then the system redirects the user to their pending pulse survey if one exists or to the home interface otherwise
Link Expiration and Revocation
"As a security officer, I want MagicLinks to expire or be revocable so that I can prevent unauthorized access if a link is compromised."
Description

Define and enforce link expiration policies. MagicLinks must expire after a configurable duration (e.g., 15 minutes) or after use. Administrators should have the ability to revoke active links in case of security concerns. This mitigates the risk of unauthorized access from stale or compromised links.

Acceptance Criteria
MagicLink Expires After Configured Duration
Given a user requests a MagicLink and waits beyond the configured expiration time, when the user clicks the link, then the system must reject the link and prompt them to request a new one.
MagicLink Invalid After Single Use
Given a user has successfully logged in using a MagicLink, when they attempt to use the same link again, then the system must reject the link and prompt for a new MagicLink request.
Administrator Revokes Active MagicLink
Given an administrator revokes an active MagicLink for a specific user, when the user attempts login using the revoked link, then the system must deny access and prompt the user to request a new link.
Administrator Configures Link Expiration Duration
Given an administrator updates the MagicLink expiration setting to a new duration, when a new MagicLink is generated thereafter, then the link must expire after the newly configured duration.
Expired Link Error Message Display
Given a user clicks on an expired MagicLink, when the system rejects the link, then it must display a clear, user-friendly error message indicating the link has expired and instruct how to request a new one.
Audit Logging and Monitoring
"As an IT auditor, I want comprehensive logs of MagicLink activity so that I can review authentication events and ensure compliance."
Description

Record all MagicLink events (generation, delivery, consumption, expiration) in a centralized audit log. Logs must be timestamped, immutable, and searchable by administrators. Monitoring dashboards should surface key metrics and alerts for anomalies, ensuring compliance and facilitating forensic analysis.

Acceptance Criteria
MagicLink Event Generation Logging
Given a MagicLink is generated, when the event occurs, then an audit log entry with event_type="generation", timestamp, user_id, and link_id is created, immutable, and searchable by administrators.
MagicLink Delivery Tracking
Given a MagicLink is delivered to the chat interface, when delivery is successful, then an audit log entry with event_type="delivery", timestamp, channel_id, user_id, and link_id is recorded and searchable.
MagicLink Consumption Recording
Given a user clicks the MagicLink, when the link is consumed, then an audit log entry with event_type="consumption", timestamp, user_id, and link_id is generated and immutable.
MagicLink Expiration Alerting
Given a MagicLink expires without being consumed, when the expiration time passes, then an audit log entry with event_type="expiration", timestamp, user_id, and link_id is created and the monitoring dashboard issues an alert for anomaly detection.
Audit Log Search and Retrieval
Given an administrator requests audit entries, when filters for event_type, user_id, and date range are applied, then the system returns matching log entries within 5 seconds and allows CSV export.

TrustToken

Issues a time-bound, encrypted device token after initial authentication. Trusted devices skip subsequent MFA steps for a defined period, delivering seamless access while maintaining high security standards.

Requirements

Device Registration Token Generation
"As a remote employee, I want my device to be recognized after initial login so that I can access the system without repeated MFA prompts."
Description

The system must generate a unique, encrypted TrustToken for each device upon successful MFA authentication. This token should be cryptographically secure, uniquely bound to the device’s identifier, and issued only after verifying the user’s credentials. It should integrate seamlessly with the existing authentication flow and be stored in a secure backend vault to facilitate subsequent token validation.

Acceptance Criteria
Initial Token Issuance After MFA
Given a user successfully completes MFA on a new device, When the authentication flow reaches the TrustToken generation step, Then the system generates a unique, encrypted token bound to the device identifier, and stores it in the secure backend vault.
Subsequent Login Using Stored Token
Given a registered device with a valid unexpired TrustToken, When the user attempts to log in again on the same device, Then the system validates the token from the secure vault and bypasses MFA, granting seamless access.
Token Expiry Enforcement
Given a TrustToken that has surpassed its defined time-bound validity period, When the device attempts to authenticate, Then the system rejects the token, requires full MFA, and prompts issuance of a new TrustToken upon successful authentication.
Token Integrity and Encryption Verification
Given a TrustToken retrieved from the backend vault, When the system decrypts the token, Then the token’s payload matches the device identifier and user credentials, and any tampering is detected and rejected.
Token Revocation on Credential Change
Given a user changes their password or resets their MFA settings, When the change is confirmed, Then the system immediately revokes all existing TrustTokens for that user’s devices and requires full MFA on next login.
Token Encryption and Secure Storage
"As an IT security admin, I want tokens to be encrypted and stored securely so that even if the storage is compromised, tokens remain unreadable."
Description

All generated TrustTokens must be encrypted using industry-standard algorithms (e.g., AES-256) before storage. The encryption keys should be managed by a secure key management service (KMS), ensuring tokens cannot be decrypted without proper authorization. This protects against token theft and ensures compliance with security policies.

Acceptance Criteria
Encrypted Token Storage Verification
Given a TrustToken is generated When the token is saved to the database Then the stored value must be ciphertext encrypted with AES-256 and not contain any plaintext representation
Authorized Token Decryption Flow
Given an authenticated service with proper KMS permissions When it requests token retrieval Then the service can decrypt the stored TrustToken using the KMS and receive the original token value
Unauthorized Decryption Rejection
Given a service or user without decryption permissions When it attempts to decrypt a stored TrustToken Then the decryption request must be denied and an access denied error returned
Encryption Key Rotation Compatibility
Given the KMS has rotated the encryption key When an existing encrypted TrustToken is requested for decryption Then the KMS should successfully use the new key version or key alias to decrypt the token
Key Management Service Unavailability Handling
Given the KMS is temporarily unavailable When a service attempts to encrypt or decrypt a TrustToken Then the system must fail the operation gracefully by returning an appropriate error and not store or reveal any sensitive data
Time-bound Validity Enforcement
"As a product manager, I want tokens to expire after a set period so that security risks from long-lived tokens are minimized."
Description

Each TrustToken must include an expiration timestamp and be automatically invalidated upon reaching its time-to-live. The system must check token validity during authentication attempts, denying access if expired. Configurable validity periods (e.g., 7 days) should allow administrators to balance security and usability.

Acceptance Criteria
Token Creation with Expiration
Given a user completes initial authentication When the system issues a TrustToken Then the token must contain an expiration timestamp equal to the current time plus the configured TTL
Valid Token Authentication
Given a TrustToken presented within its time-to-live When the system validates the token Then authentication succeeds without requiring MFA and access is granted
Expired Token Rejection
Given a TrustToken presented after its expiration timestamp When the system validates the token Then authentication is denied, MFA is required, and an expired token error is returned
Administrator Configures Validity Period
Given an administrator updates the TrustToken time-to-live setting When the configuration change is saved Then new tokens are issued with the updated validity period and the admin receives confirmation
Token Cleanup Post Expiry
Given expired TrustTokens exist in the database When the scheduled cleanup job runs Then all expired tokens are removed or marked invalid and no longer accepted for authentication
Trusted Device Recognition
"As a frequent user, I want the system to skip MFA on my trusted devices so that I can sign in quickly and continue my work without interruption."
Description

When a user logs in from a previously registered device with a valid TrustToken, the system should bypass the MFA step and grant direct access. The authentication service must validate the token’s integrity, expiration, and device binding before skipping MFA, ensuring secure, frictionless user experiences.

Acceptance Criteria
Trusted Device Login Within Validity Period
Given a user logs in from a device with a registered, unexpired TrustToken When the authentication service validates token integrity, expiration, and device binding Then the system bypasses MFA and grants access within 2 seconds
Expired TrustToken Prevents Bypass
Given a user logs in from a device with an expired TrustToken When the authentication service checks token expiration Then the system prompts the user to complete MFA before granting access
Tampered TrustToken Rejected
Given a user presents a TrustToken that fails integrity checks When the authentication service verifies the token signature Then the system rejects the token and requires full MFA
Unregistered Device Requires MFA
Given a user logs in from a device without a registered TrustToken When the authentication service detects no valid token Then the system prompts the user to complete MFA
Device Binding Enforcement
Given a user logs in with a TrustToken on a different device fingerprint When the authentication service compares the device binding data Then the system invalidates the token and requires MFA
Token Revocation and Renewal
"As a security officer, I want to be able to revoke compromised tokens so that I can enforce security policies and protect user accounts."
Description

Administrators and users must be able to revoke TrustTokens individually or in bulk via the dashboard or API. Revoked tokens should be immediately invalidated, requiring MFA upon next access. The system should also support token renewal workflows, issuing new tokens while invalidating the old ones.

Acceptance Criteria
Single Token Revocation via Dashboard
Given an administrator is authenticated in the dashboard and selects a single TrustToken for revocation, when the administrator confirms the revocation action, then the system marks the token as revoked and returns a success response.
Bulk Token Revocation via API
Given an administrator submits a bulk revoke request via the API with multiple token IDs, when the API processes the request, then all specified tokens are marked as revoked and the API returns a list of invalidated token IDs.
Token Renewal Workflow via Dashboard
Given a user with an existing TrustToken initiates a renewal in the dashboard and successfully completes MFA, when the renewal request is confirmed, then the system issues a new encrypted token valid for the defined period and invalidates the old token.
Immediate Token Invalidation Enforcement
Given a revoked TrustToken is presented for access, when the system validates the token, then it rejects the request with an unauthorized response and prompts the user to perform MFA.
Audit Logging for Token Revocation and Renewal
Given any token revocation or renewal action occurs, when the system completes the action, then it writes an audit log entry including action type, token ID, user or administrator ID, timestamp, and request origin.

AdaptiveRisk Auth

Analyzes contextual signals—such as login location, device fingerprint, and time of request—to dynamically adjust authentication strictness. Routine logins remain one-click, while suspicious attempts trigger additional verification to thwart unauthorized access.

Requirements

Contextual Signal Collection
"As a Security Administrator, I want the system to collect device fingerprints, IP addresses, geolocation, and login times so that risk assessments are based on comprehensive contextual data."
Description

Enable the system to capture and normalize contextual authentication signals—including IP address, geolocation, device fingerprint, browser characteristics, and login timestamp—from each login attempt. Ensure data is securely transmitted and stored for real-time evaluation by the risk engine.

Acceptance Criteria
Login from Known Device
Given a returning user logs in from a previously used device, when the login request is initiated, then the system must capture and normalize the IP address, geolocation, device fingerprint, browser characteristics, and timestamp, and securely transmit and store the data for real-time evaluation.
Login from New Device
Given a user attempts authentication on an unrecognized device, when the login request is received, then the system must generate a new device fingerprint, capture and normalize contextual signals (IP, geolocation, browser characteristics, timestamp), and securely transmit and store them without blocking the login flow.
Login from Diverse Geographical Location
Given a user logs in from a location not matching previous geolocation records, when the authentication is processed, then the system captures the IP address and accurately determines the geolocation, normalizes the data, and stores it securely for the risk engine.
Login Outside Business Hours
Given an authentication attempt occurs outside predefined business hours, when the system processes the login, then it should capture and normalize contextual signals including timestamp reflecting off-hours, alongside IP, geolocation, device and browser details, and transmit them securely.
Browser Characteristic Collection Failure
Given the authentication request originates from a browser with disabled script support, when the system attempts to gather browser characteristics, then it must log the failure, proceed to capture any available signals (IP, geolocation, device fingerprint, timestamp), normalize and transmit the data securely, and flag incomplete browser data for analysis.
Risk Scoring Engine
"As a CTO, I want the platform to calculate a risk score for each login attempt using predefined and adaptive algorithms so that suspicious activities are accurately identified."
Description

Implement a risk scoring engine that analyzes collected contextual signals using configurable algorithms and machine learning models. The engine should output a continuous risk score indicating the likelihood of unauthorized access, and support real-time evaluation with sub-second latency.

Acceptance Criteria
Baseline Safe Context Risk Scoring
Given a user logs in from their registered device and known home IP during typical business hours, when the risk scoring engine evaluates the contextual signals, then it returns a risk score below 0.2.
Risk Scoring for Suspicious Geolocation Access
Given a user attempts to log in from a country not seen in their login history, when the risk scoring engine processes the geolocation signal, then it returns a risk score above 0.8.
Risk Scoring for New Device
Given a user logs in from a device fingerprint not previously registered, when the risk scoring engine evaluates the fingerprint signal, then it returns a risk score of at least 0.5 and triggers an additional verification flow.
Risk Scoring for Abnormal Access Time
Given a user attempts to log in outside of their typical working hours, when the risk scoring engine processes the time signal, then it returns a risk score between 0.3 and 0.6.
Real-time Risk Score Evaluation Latency
Given any valid login request, when the risk scoring engine evaluates all contextual signals, then it returns a risk score within 200 milliseconds in at least 99% of evaluations.
Dynamic Challenge Trigger
"As an End User, I want low-risk logins to remain frictionless and suspicious logins to prompt additional verification so that my account stays secure without unnecessary hurdles."
Description

Design and develop a dynamic challenge mechanism that automatically adjusts authentication requirements based on the computed risk score. Low-risk logins proceed with one-click access, while medium- and high-risk logins trigger incremental verifications such as OTP, security questions, or biometric checks.

Acceptance Criteria
Routine Login from Known Device
Given a user logs in from a recognized device and location with a computed risk score below 20, when the user clicks the login button, then access is granted immediately without additional verification.
Login from New Device at Unusual Time
Given a user attempts login from an unrecognized device or during an atypical time window with a risk score between 20 and 60, when the login request is submitted, then the system prompts for a one-time password (OTP) sent to the user’s registered email or phone.
High-Risk Location Login Attempt
Given a login attempt is made from a location flagged as high-risk resulting in a risk score above 60, when the user initiates the login, then the system requires biometric verification and denies access if the biometric check fails.
Repeated Failed Login Triggering Increased Challenge
Given a user fails to authenticate three times within a five-minute window, when the user attempts a fourth login, then the system presents security questions before issuing an OTP challenge.
Successful Biometric Verification on Medium-Risk Login
Given a medium-risk login requiring biometric verification, when the user successfully completes the biometric scan, then the system grants access and records the event in the audit log with a timestamp and risk score.
Threshold Configuration Interface
"As a Product Owner, I want to set and adjust risk score thresholds and assign authentication challenges so that security policies align with our organization’s risk tolerance."
Description

Provide an administrative interface for configuring risk score thresholds and mapping them to corresponding authentication flows. Include default templates for common scenarios and allow customization of challenge types, timeout values, and escalation policies.

Acceptance Criteria
Configure Default Risk Thresholds
Given an administrator selects a default template from the Threshold Configuration Interface, When the template is applied, Then the risk score thresholds and associated authentication flows must be pre-populated with the template’s values.
Customize Challenge Types per Threshold
Given an administrator views a configured threshold, When they choose to modify challenge types, Then they can add, remove, or reorder available verification methods and see real-time validation of changes.
Adjust Timeout Values for Escalation
Given an administrator navigates to timeout settings, When they set a custom timeout for a specific risk threshold, Then the interface must enforce a valid range (minimum 30 seconds, maximum 30 minutes) and reflect the updated timeout in the policy summary.
Map Escalation Policies to High-Risk Scores
Given a high-risk threshold is selected, When an administrator assigns an escalation policy, Then the policy details (e.g., notify security team, require manager approval) must be linked and displayed under the threshold.
Save and Persist Configuration Changes
Given an administrator has made changes to thresholds, challenges, or policies, When they click Save, Then the system must persist all updates, provide a success confirmation message, and display the updated configurations upon reload.
Audit Logging and Reporting
"As a Compliance Officer, I want complete logs of authentication events and risk assessments so that I can audit security processes and generate compliance reports."
Description

Record all authentication events, risk scores, triggered challenges, and user outcomes in a secure audit log. Build reporting dashboards and export capabilities to review trends, investigate incidents, and demonstrate compliance with security standards.

Acceptance Criteria
Audit Log Entry for All Authentication Events
Given any user authentication attempt occurs, When the event is processed, Then an audit log entry recording timestamp, user ID, event type, contextual signals (location, device fingerprint, time), risk score, challenges triggered, and outcome is created.
Secure Storage of Audit Logs
Given audit log entries are generated, When they are written to storage, Then the logs are encrypted at rest using AES-256 and access controls restrict retrieval to authorized security and compliance roles.
Dashboard Trend Visualization
Given a user with reporting privileges accesses the reporting dashboard, When they select a time range and event filters, Then the dashboard visualizes authentication event counts, average risk scores, and challenge frequencies over that period with interactive charts.
Export Audit Logs
Given an administrator initiates an export from the audit log interface, When they specify date range, event type, and user filters, Then the system generates a downloadable CSV file containing matching log entries within 30 seconds.
Compliance Report Generation
Given a compliance officer requests a compliance report, When they select relevant frameworks (e.g., GDPR, PCI-DSS) and date range, Then the system compiles and provides a PDF report summarizing required metrics and supporting audit log excerpts.
Adaptive Feedback Loop
"As a Security Analyst, I want the system to learn from authentication outcomes so that the accuracy of risk predictions improves continuously."
Description

Incorporate a feedback mechanism that learns from user behavior and manual overrides to refine risk algorithms over time. Capture outcomes from successful and failed verifications, and adjust model weights to reduce false positives and negatives.

Acceptance Criteria
Learning from Successful Verification Outcomes
Given a user completes a risk assessment without triggering additional verification and the attempt is successful, when the feedback mechanism processes the event, then the model weight for the feature combination is increased by a predefined factor within 5 seconds; the change is persisted and available for subsequent login evaluations.
Incorporating Failed Verification Overrides
Given a user fails a verification step but is manually marked as legitimate by an admin, when the override is submitted, then the system logs the override event, adjusts the algorithm’s false positive rate downward by specified thresholds, and records the updated parameters in the audit trail.
User Behavior Drift Monitoring
Given that a user’s login behavior changes over consecutive sessions, when the mechanism detects a significant deviation beyond the set threshold, then the system triggers a model retraining flag and notifies the data science team via dashboard alert.
Feedback Loop Scalability under Load
Given high volume of login events and feedback data, when the system processes 1000 feedback entries per minute, then it updates model weights without exceeding 80% CPU utilization and completes processing within 10 seconds per batch.
Audit Trail Accuracy
Given any automated weight adjustment or manual override, when the feedback loop writes to the audit log, then the log entry must include timestamp, user ID, event type (auto-adjust or override), previous weight, new weight, and operator ID if applicable.

BioPrompt

Integrates native biometric checks (fingerprint or face ID) within chat apps for swift, secure user validation. Biometric prompts ensure passwordless authentication while leveraging built-in device security for maximum convenience.

Requirements

Biometric Enrollment Setup
"As a remote team manager, I want to enroll my fingerprint or face recognition in the chat app so that I can authenticate quickly and securely without remembering passwords."
Description

Enables users to register their device's native biometric credentials (fingerprint or Face ID) within the chat app. This requirement ensures seamless integration with the device’s biometric framework, guiding users through a step-by-step enrollment process that stores only cryptographic keys and metadata securely on the device. By leveraging built-in security measures, it provides a frictionless, passwordless experience and lays the foundation for future biometric authentications.

Acceptance Criteria
First-Time Enrollment Prompt
Given the user launches PulseSync in a chat app and navigates to security settings, When biometric enrollment is not yet set up, Then the app displays a step-by-step prompt explaining fingerprint and Face ID options and provides buttons to initiate either enrollment flow.
Enrollment Using Fingerprint Sensor
Given the user selects fingerprint enrollment, When the built-in fingerprint sensor is invoked and the user successfully scans their fingerprint, Then the app registers the fingerprint by generating and storing only cryptographic keys and metadata securely on the device and displays a confirmation message.
Enrollment Using Face ID
Given the user selects Face ID enrollment, When the device’s native face recognition prompt appears and the user completes the face scan, Then the system securely stores the Face ID cryptographic keys and metadata on the device and returns to the app indicating successful enrollment.
Cancellation and Retry Flow
Given the user cancels the biometric prompt mid-process, When the cancellation is confirmed, Then the system discards any partial data securely, returns the user to the security settings page, and offers options to retry biometric enrollment or choose a password fallback.
Secure Key Storage Verification
Given biometric enrollment is complete, When the app attempts to access secure storage for authentication, Then the cryptographic keys are retrieved without exposing raw biometric data, and the app performs a test authentication to verify key integrity.
Authentication Prompt UI
"As an HR lead, I want a clear biometric prompt within the chat app so that I can confidently verify my identity with minimal friction."
Description

Designs and implements the user interface for biometric prompts inside the chat app, ensuring compliance with platform guidelines (iOS/Android). The UI must clearly inform users when authentication is requested, support custom branding, provide success and error feedback, and gracefully handle cancellation. Consistent styling and accessibility support are required for a cohesive user experience.

Acceptance Criteria
Biometric Prompt Display Initiation
Given the user selects passwordless login, when the app triggers biometric authentication, then the native Face ID or fingerprint prompt appears within 2 seconds, displaying the correct title and instructions.
Custom Branding Application
Given the app’s branding assets are configured, when the biometric prompt is displayed, then the UI shows the custom logo, applies the brand color to the header and buttons, and uses the specified brand font.
Successful Authentication Feedback
Given a valid biometric scan, when authentication succeeds, then the UI displays a green success checkmark with a confirmation message, and automatically dismisses the prompt within 1 second to return the user to the chat interface.
Authentication Error Handling
Given an invalid biometric attempt, when authentication fails twice, then the UI displays an error message, provides a ‘Try Again’ button, and after three consecutive failures, automatically redirects the user to the password entry screen.
Accessibility Compliance
Given a user with accessibility needs, when the biometric prompt is active, then all UI elements include descriptive accessibility labels, support screen reader navigation, and maintain a minimum contrast ratio of 4.5:1.
Fallback Authentication Method
"As a user unable to use biometrics, I want to authenticate using a PIN or password so that I can still access the app securely."
Description

Provides a secure alternative login flow when biometric authentication fails or is unavailable. This fallback should allow users to authenticate using app-specific PIN or their existing password. The flow must handle lockout after repeated failures, incorporate retry limits, and maintain user session state to ensure security without compromising usability.

Acceptance Criteria
Expired Biometric Session Fallback
Given a user whose biometric session has expired, when they attempt to log in, then the system prompts for the fallback authentication method (PIN or password). Given the user enters a valid PIN or password, then the user is authenticated and redirected to the dashboard. Given the user enters invalid credentials, then an "Invalid credentials" message is displayed and the failure count increments. Given the failure count is below the retry limit, then the user may retry the fallback method immediately. Given the failure count reaches the retry limit, then the account is locked for a predefined cooldown period and an unlock instruction is sent.
User Opted Out of Biometrics
Given a user has disabled biometric authentication in settings, when they access the login screen, then only the fallback authentication method is displayed. Given the user submits valid fallback credentials, then the user is successfully authenticated without any biometric prompt. Given the user re-enables biometrics in settings, then the biometric login option appears on subsequent logins.
Biometric Authentication Failure Exceeds Limit
Given biometric recognition fails three consecutive times, when the third failure occurs, then the system automatically switches to the fallback authentication method. The system displays a message: "Biometric attempts exceeded—please use PIN or password."
Unavailable Biometric Hardware
Given a device without biometric hardware, when the user installs or opens the chat app, then the biometric authentication option is not displayed on the login screen. Only the fallback authentication method (PIN or password) is presented and functions without errors.
PIN vs Password Selection
Given both PIN and password fallback methods are configured, when the user selects the fallback option, then the system displays buttons for "Use PIN" and "Use Password." Given the user selects "Use PIN," then a secure PIN input field appears and accepts only numeric input. Given the user selects "Use Password," then a password input field appears with standard masking. Given the user enters valid credentials by either method, then authentication succeeds and the user’s preferred fallback method is saved for next login.
Secure Key Management
"As a security-conscious user, I want my biometric authentication keys stored in a secure enclave so that my credentials cannot be compromised."
Description

Implements secure generation, storage, and retrieval of cryptographic keys used for biometric authentication. Keys must be stored in the device’s secure enclave or keystore, inaccessible to other apps. The requirement covers key lifecycle management including rotation, deletion upon logout, and secure recovery mechanisms to prevent unauthorized access.

Acceptance Criteria
Key Generation and Storage in Secure Enclave
Given the user initiates biometric enrollment, when the system generates a new cryptographic key, then the key must be created inside the device’s secure enclave or keystore and be inaccessible to other apps.
Key Retrieval for Biometric Authentication
Given a valid biometric scan, when the user attempts to authenticate, then the system must retrieve the correct cryptographic key from the secure enclave within 2 seconds and use it to sign the authentication challenge without exposing any key material to the application layer.
Key Rotation After Expiry Interval
Given a cryptographic key that has reached its configured lifespan (e.g., 90 days), when the expiry date is met, then the system must automatically generate a new key in the secure enclave, securely delete or archive the old key, and update all references without disrupting active user sessions.
Key Deletion Upon User Logout
Given the user completes the logout process, when the session is terminated, then the system must permanently remove the cryptographic key from the secure enclave and verify that no residual key material remains.
Secure Key Recovery Mechanism
Given a device restart or app reinstallation, when the user successfully completes a secondary verification step (e.g., recovery code or password), then the system must securely restore the original cryptographic key or generate a new key while invalidating any old keys to prevent unauthorized access.
Device Compatibility Check
"As a user, I want the app to inform me if my device does not support biometrics so that I can understand why the feature is unavailable."
Description

Checks and validates device support for required biometric sensors before enabling BioPrompt features. The system must detect sensor availability (Touch ID, Face ID, Android Biometric API) and minimum OS versions, alert users to upgrade or choose a different authentication method when unsupported.

Acceptance Criteria
Supported Biometric Sensor Detected
Given a device with Touch ID or Face ID and running iOS 14+ or Android 10+, when the Device Compatibility Check executes, then BioPrompt functionality is enabled for biometric authentication without errors.
Unsupported OS Version
Given a device with biometric hardware but running an OS below the minimum required version, when the Device Compatibility Check executes, then the system prompts the user to upgrade their operating system to enable BioPrompt.
No Biometric Sensor Available
Given a device without any supported biometric sensors, when the Device Compatibility Check executes, then BioPrompt is disabled and the system offers password or PIN as an alternative authentication method.
Sensor Malfunction During Check
Given a device with supported hardware but the biometric sensor fails a self-test during compatibility check, when the Device Compatibility Check executes, then the system alerts the user of sensor malfunction and suggests retrying or using alternative authentication.
User Selects Alternative Authentication
Given BioPrompt is disabled due to compatibility issues, when the user accesses authentication settings, then they can select and successfully authenticate using a password, PIN, or backup code within the chat app.
Authentication Logging and Alerts
"As an admin, I want to receive alerts when biometric authentication fails repeatedly so that I can proactively address potential security or usability issues."
Description

Captures and logs all biometric authentication events (success, failure, cancellation) in real time, integrating with PulseSync’s alert system. Logs should include timestamps, user IDs, device info, and error codes. Critical failures trigger notifications to admins, enabling prompt investigation of potential security issues or user difficulties.

Acceptance Criteria
Logging of Successful Biometric Authentication
Given a user completes biometric authentication successfully, When the authentication event occurs, Then a log entry must be created within 1 second containing the timestamp in ISO 8601 format, the user ID, device model, OS version, and a success code.
Logging of Failed Biometric Authentication Attempts
Given a user fails biometric authentication, When the failure event occurs, Then a log entry must record the timestamp, user ID, device model, OS version, and the specific error code returned by the biometric API.
Logging of User-Canceled Biometric Attempts
Given a user cancels the biometric prompt, When the cancellation event occurs, Then a log entry must capture the timestamp, user ID, device model, OS version, and a cancellation status code.
Admin Notification on Consecutive Critical Failures
Given a user has three consecutive biometric authentication failures within a 5-minute window, When the third failure event is logged, Then an alert must be sent to the admin channel within 1 minute containing the user ID, all three timestamps, and associated error codes.
Validation of Log Entry Completeness and Accuracy
For every biometric authentication event logged, When reviewing the log entry, Then each entry must include non-empty values for timestamp, user ID, device model, OS version, event type (success, failure, cancellation), and accurate error codes formatted as integers.

RecoveryVault

Provides users with encrypted, in-chat recovery codes stored securely in the chat history. If access is lost, users can retrieve or regenerate codes via a guided one-click flow, ensuring uninterrupted survey participation without external help.

Requirements

Encrypted Code Storage
"As an end user, I want my recovery codes to be encrypted so that my sensitive data remains secure even if stored in chat history."
Description

Implement strong client-side encryption (AES-256) for recovery codes before storing them in chat history. The system should generate a unique encryption key per user, securely manage key lifecycle, and ensure that only the intended user can decrypt their codes. This integration will protect sensitive recovery data, align with compliance standards, and prevent unauthorized access even if chat logs are compromised.

Acceptance Criteria
Initial Encryption of Recovery Codes
Stored recovery codes are encrypted client-side using AES-256 with a unique key per user; verification confirms no plaintext appears in chat logs; encryption occurs before any network transmission.
Retrieval of Recovery Codes by Authorized User
When a user initiates the decryption flow, the system retrieves the correct user-specific key, decrypts the recovery code within the chat interface, and displays it only to the requesting user in a secure, one-click action.
Key Lifecycle Management
The system generates a unique encryption key for each user, securely stores it in the client-side key store, enforces automatic key rotation every 90 days, and archives old keys in a secure vault; manual audit confirms key rotation policy.
Unauthorized Access Prevention
Attempts by any other user or process to decrypt a recovery code using an incorrect key result in a decryption failure and generate an audit log entry flagging unauthorized access; no plaintext recovery data is exposed.
Regeneration of Lost Recovery Codes
If a user elects to regenerate a lost recovery code, the system creates a new code client-side, encrypts it with the user’s existing key, replaces the previous entry in chat history, and sends confirmation to the user; automated tests validate regeneration and invalidation of old codes.
One-Click Code Retrieval
"As a user, I want to retrieve my recovery codes with one click so that I can quickly regain access without manual steps."
Description

Develop a guided, one-click retrieval flow embedded in the chat interface that allows users to instantly fetch their encrypted recovery codes. The feature should handle decryption, display the codes securely, and include fallback messaging for errors or missing codes. This ensures users can quickly regain access without external support, improving user autonomy and reducing support load.

Acceptance Criteria
Guided One-Click Retrieval Flow Launch
Given the user is authenticated within the chat interface When the user clicks the "Retrieve Recovery Codes" button Then the guided retrieval modal is displayed within 2 seconds
Successful Decryption and Display
Given the user has stored encrypted recovery codes When the retrieval flow decrypts codes with the correct user key Then the decrypted recovery codes are displayed securely in the chat And the codes are masked by default, with a "Show" option
Error Handling for Missing Codes
Given the user has no stored recovery codes When the user initiates the retrieval flow Then an informative error message is displayed indicating no codes are available And a prompt to generate new recovery codes is provided
Fallback Messaging for Decryption Failure
Given there is an error during decryption (e.g., invalid key) When the retrieval flow encounters the decryption error Then a fallback error message is shown explaining the issue And a "Retry" option is available
One-Click Code Regeneration
Given the user opts to regenerate codes within the retrieval flow When the user confirms regeneration Then new recovery codes are generated and encrypted And the new codes are displayed securely
Recovery Code Regeneration
"As a user, I want to regenerate my recovery codes so that I can invalidate compromised codes and maintain security."
Description

Enable users to securely regenerate a new set of recovery codes via an in-chat command. Upon regeneration, the system must invalidate all previous codes, encrypt the new set, and present them through the one-click retrieval flow. This requirement maintains account security by allowing quick recovery code rotation if a compromise is suspected.

Acceptance Criteria
User initiates regeneration after compromised codes discovered
Given a user suspects their recovery codes have been compromised, When they enter the in-chat command to regenerate codes, Then the system displays a confirmation prompt ensuring the user understands that previous codes will be invalidated.
User confirms regeneration via one-click flow in chat
Given the confirmation prompt is displayed, When the user selects the one-click confirm option, Then the system proceeds to generate a new set of recovery codes without requiring additional steps.
System invalidates previous codes upon regeneration
Given new codes are generated, When the system completes the code generation process, Then all previously issued recovery codes are marked invalid and cannot be used for recovery.
System encrypts and stores new codes correctly
Given new recovery codes are generated, When the system stores the codes, Then the codes are encrypted using the user’s encryption key and saved securely in the chat history.
User retrieves new codes through in-chat retrieval flow
Given the new encrypted codes are stored, When the user invokes the one-click retrieval command, Then the system decrypts and presents the new codes clearly in chat, allowing immediate copy or download.
Role-Based Access Control
"As an admin, I want role-based control over recovery code access so that only authorized users can view or manage codes."
Description

Define and enforce RBAC policies to restrict recovery vault operations. Only authenticated users should be able to access their own codes, while admins may have audit-only visibility. Integrate with existing user roles in PulseSync to ensure consistency and prevent unauthorized code access or misuse.

Acceptance Criteria
Authenticated user retrieves own recovery codes
Given a logged-in user with a valid session When the user requests their recovery codes Then the system returns only the encrypted codes associated with that user and no others And logs the access event for auditing
Admin views audit log of recovery vault access
Given an admin user When the admin accesses the recovery vault audit log Then the system displays user IDs, timestamps, and action types without revealing any recovery code values
Unauthenticated user attempts to access recovery codes
Given a user without a valid authentication token When the user tries to access recovery codes Then the system rejects the request with a 401 Unauthorized error and logs the attempt
User regenerates recovery codes
Given an authenticated user When the user initiates code regeneration Then the system invalidates the old codes, generates new encrypted recovery codes, stores them securely, displays the new codes only to the user, and records the regeneration event
User attempts to access another user’s codes
Given a logged-in user When the user tries to view recovery codes belonging to a different user Then the system denies access with a 403 Forbidden error and logs the unauthorized access attempt
Recovery Activity Logging
"As a compliance officer, I want detailed logs of recovery code actions so that I can audit access and changes for security reviews."
Description

Implement comprehensive logging for all recovery vault events, including retrieval attempts, successful decryptions, and code regenerations. Logs must capture timestamps, user IDs, event types, and outcomes, and be stored in a tamper-evident audit system. This logging supports compliance, security audits, and incident investigations.

Acceptance Criteria
Retrieval Attempt Logging
Given a user initiates a recovery code retrieval, when the system receives the request, then it logs an event with timestamp, user ID, request type “retrieval_attempt”, and request parameters.
Successful Decryption Event
Given a retrieval request is successfully decrypted, when decryption completes, then the system logs an event containing timestamp, user ID, event type “decryption_success”, and verification of code integrity.
Code Regeneration Flow
Given a user chooses to regenerate recovery codes, when the new codes are generated, then the system logs an event with timestamp, user ID, event type “code_regeneration”, and references to previous code set ID.
Failed Retrieval Attempts
Given decryption or retrieval fails, when an error occurs, then the system logs an event with timestamp, user ID, event type “retrieval_failure”, error code, and failure reason without exposing sensitive data.
Audit Log Tamper Detection
Given a log record is accessed in the audit system, when the system verifies log integrity, then it reports any checksum mismatches or unauthorized modifications and logs an event “audit_integrity_check” with outcome.
In-Chat UI Integration
"As a chat user, I want the recovery vault functionality integrated directly in my chat app so that I have a seamless experience without leaving the chat."
Description

Embed interactive UI components for RecoveryVault within supported chat applications (e.g., Slack, Microsoft Teams). Components should include buttons, dialogs, and modals to guide users through retrieval and regeneration flows, ensuring a seamless in-chat experience without redirecting to external pages.

Acceptance Criteria
Recovery Code Retrieval Modal Launch
Given the user clicks the "Retrieve Recovery Code" button in the in-chat UI When the button is clicked Then a modal titled "Retrieve Recovery Code" appears within the chat application And the modal displays the user's masked recovery codes alongside a "Regenerate Codes" option
Recovery Code Regeneration Flow Initiation
Given the user selects "Regenerate Codes" in the retrieval modal When the user confirms regeneration Then a new set of recovery codes is generated and displayed in the modal And the previous codes are invalidated and removed from storage
Encrypted Storage in Chat History Verification
Given the user saves or regenerates recovery codes When the codes are stored in chat history Then the codes are encrypted with AES-256 encryption And only retrievable via the in-chat UI after user authentication
Silent Mode Compatibility
Given the chat client is in DND or silent mode When the user initiates the recovery flow Then the in-chat UI components render without triggering push or sound notifications And the flow completes successfully
Cross-Platform UI Consistency
Given the feature is accessed in supported chat apps (Slack, Microsoft Teams) When the UI components load Then buttons, dialogs, and modals render correctly across platforms And all interactive elements function identically with consistent styling

AuthAudit

Offers administrators a real-time dashboard of authentication events, including successful logins, failed attempts, and risk anomalies. Instant alerts for unusual activity help HR and IT teams monitor security posture and respond proactively.

Requirements

Real-Time Authentication Event Ingestion
"As an IT administrator, I want authentication events streamed in real time so that I can quickly identify and address suspicious activity as it occurs."
Description

Ingest authentication events (successful logins, failed attempts, anomalies) from connected identity providers in real time. Ensure low-latency collection and normalization of events to feed into the AuthAudit system for immediate processing and display.

Acceptance Criteria
Successful Login Event Processing
Given a successful login event is sent by the identity provider When the event is received by PulseSync Then the event is ingested, normalized, and displayed on the AuthAudit dashboard within 2 seconds without errors.
Failed Login Attempt Tracking
Given a failed login attempt is recorded by the identity provider When the event is received by PulseSync Then the system flags it as a failed attempt, stores it in the database, and triggers an alert if more than 5 failures occur for the same user within 10 minutes.
Anomalous Authentication Detection
Given an authentication anomaly (e.g., impossible travel or risky IP) is reported by the identity provider When the anomaly event is ingested Then the system tags it as high risk, normalizes the data, and sends an instant alert to administrators within 5 seconds.
Low-Latency Event Ingestion
When authentication events arrive from any connected identity provider Then 95% of events are processed, normalized, and available in the AuthAudit dashboard within 3 seconds over a one-hour monitoring window.
Normalization of Event Data
Given events from multiple identity providers with different schemas When ingested by PulseSync Then 100% of events are converted into the standardized schema (timestamp, userId, eventType, outcome) with no missing or malformed fields.
Interactive Authentication Dashboard
"As a security lead, I want a dashboard showing authentication trends so that I can assess our security posture at a glance and investigate issues efficiently."
Description

Provide an interactive dashboard that visualizes key authentication metrics, including login success rates, failure counts, and anomaly trends. Enable filtering by user, time range, and event type, and support drill-down views for detailed analysis.

Acceptance Criteria
Viewing Real-Time Login Metrics
Given the admin accesses the Authentication Dashboard When the page loads Then real-time metrics for login successes, failures, and anomalies are displayed within 10 seconds.
Filtering Metrics by Time Range
Given the admin selects a start and end date When the filter is applied Then the dashboard updates to show metrics only within the selected time range.
Filtering Metrics by User
Given the admin enters a user email or ID When the filter is applied Then the dashboard displays only events associated with that user.
Drilling Down to Failed Login Details
Given the admin clicks on a failure count slice in the chart When the drill-down is activated Then a detailed view lists each failed attempt with timestamp, username, and failure reason.
Receiving Anomaly Alerts
Given a spike of failed logins exceeding threshold occurs When the anomaly is detected Then an instant alert is displayed on the dashboard and sent via email.
Anomaly Detection and Instant Alerts
"As a security manager, I want automated alerts for risky authentication anomalies so that I can respond to potential security threats before they escalate."
Description

Implement anomaly detection algorithms to identify unusual authentication patterns such as impossible travel, rapid-fire login failures, or logins from new devices. Trigger instant alerts to configured channels (email, Slack) when high-risk anomalies are detected.

Acceptance Criteria
Impossible Travel Pattern Detection
Given a user logs in from Location A, When the same user logs in from Location B within 60 minutes and the distance between A and B exceeds 500 miles, Then an anomaly alert is generated and sent to all configured channels within 30 seconds, containing user ID, timestamps, and location details.
Rapid-Fire Login Failure Detection
Given a user experiences more than 5 failed login attempts within a 1-minute window, When the threshold is exceeded, Then an instant alert is sent to configured channels within 30 seconds, including user ID, failure count, and time of last attempt.
New Device Login Detection
Given a login attempt from a device fingerprint not previously associated with the user’s account, When the login succeeds, Then an anomaly alert is triggered and delivered to configured channels within 30 seconds, including user ID, device fingerprint, IP address, and timestamp.
Risk Anomaly Threshold Breach
Given the anomaly detection algorithm calculates a risk score above the configured threshold (e.g., 0.8), When the score is exceeded, Then an alert is dispatched to configured channels within 30 seconds, detailing the risk score and contributing factors.
Alert Channel Configuration Validation
Given an administrator has configured alert channels (email, Slack), When any high-risk anomaly is detected, Then the alert is delivered only to those configured channels within 30 seconds and no alerts are sent to unconfigured channels.
Configurable Alert Thresholds and Channels
"As an IT administrator, I want to customize alert thresholds and notification channels so that the right team members are informed based on defined risk levels."
Description

Allow administrators to configure thresholds for different authentication events (e.g., failed attempts, anomaly scores) and specify alert channels. Provide granular control over who receives alerts and under what conditions to reduce noise and ensure relevant notifications.

Acceptance Criteria
Setting Failed Login Attempt Threshold
Given an administrator on the AuthAudit settings page When they set the failed login attempt threshold to 5 and save the configuration Then the system persists the threshold and only triggers alerts after 5 consecutive failed attempts.
Configuring Anomaly Score Alert
Given an administrator configuring anomaly alerts When they define an anomaly score threshold of 70% and assign alerts to the security-team channel Then the system sends alerts to the specified channel whenever anomaly scores exceed 70%.
Assigning Alert Recipients
Given thresholds for authentication events are configured When an administrator specifies that only HR leads and IT admins receive alerts for failed logins Then only those designated users receive notifications when the threshold is exceeded.
Disabling Alerts for Specific Events
Given an administrator chooses to disable alerts for successful logins When they toggle off the successful-login alert switch and save Then the system stops sending notifications for successful login events.
Validating Notification Channel Delivery
Given an alert threshold is met for failed attempts When the system triggers an alert Then the notification is delivered within 30 seconds to the configured channel (e.g., Slack or email) containing the correct event details.
Audit Log Export and Scheduled Reporting
"As a compliance officer, I want to export authentication logs and schedule periodic reports so that I can fulfill audit requirements and maintain regulatory compliance."
Description

Enable export of authentication event logs in CSV or JSON format and support scheduling of automated reports. Ensure exports include all relevant event metadata and comply with organizational audit and compliance requirements.

Acceptance Criteria

Product Ideas

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

Emotion Radar

Charts team sentiment in a vibrant radar display, instantly spotlighting engagement dips across five emotion categories.

Idea

CheerChampion Bot

Launches a chat bot that analyzes recent survey trends and pings managers with tailored morale-boosting tips each morning.

Idea

Global Pulse Timer

Auto-schedules surveys by local work hours in every region, boosting response rates by aligning with diverse time zones.

Idea

AnonAction Threads

Generates private threads for managers to address anonymous feedback, ensuring every concern sees prompt follow-up action.

Idea

RewardRipple Points

Grants employees redeemable points for survey participation, driving engagement with tangible rewards like gift cards.

Idea

SignalSafe Auth

Implements one-click multi-factor authentication in chat apps, securing survey access without adding login friction.

Idea

Press Coverage

Imagined press coverage for this groundbreaking product concept.

P

PulseSync Unveils Predictive Pulse and Team Comparison to Empower Proactive Morale Management

Imagined Press Article

San Francisco, CA – 2025-06-03 – PulseSync, the leading real-time pulse survey platform for remote teams, today announced the launch of two powerful new analytics capabilities—Predictive Pulse and Team Comparison—to help managers anticipate morale challenges before they escalate and benchmark sentiment across teams for targeted interventions. With Predictive Pulse, PulseSync leverages machine learning models trained on historical sentiment radar data to forecast upcoming shifts in team morale. By surfacing early warnings about potential engagement dips, managers can deploy focused initiatives—such as wellness check-ins or targeted recognition campaigns—in advance. Concurrently, Team Comparison enables side-by-side sentiment radar views across departments, project groups, or geographic locations. This feature helps HR leads and executives identify high-performing teams, share best practices, and pinpoint underperforming groups that may benefit from coaching or resources. “Understanding your team’s mood is only half the battle,” said Dina Ramirez, CEO of PulseSync. “Predictive Pulse gives managers foresight; Team Comparison delivers context. Together, they transform reactive morale management into a strategic practice that lowers attrition and fosters a healthy remote culture.” How it works: • Predictive Pulse uses time-series analysis on a team’s five core emotion categories—joy, trust, stress, frustration, and fatigue—to predict sentiment trajectories over the next 7–14 days. • Team Comparison displays multiple sentiment radars simultaneously with filtering options by team size, tenure, and region. • Custom alerts can be configured on both features to notify stakeholders when predicted sentiment dips below threshold or when performance gaps widen between teams. “PulseSync’s new analytics are a game-changer for our People Ops team,” said Raj Patel, Head of People Analytics at AgileSoft. “We discovered a potential burnout trend in one of our engineering squads early enough to run a tailored support program. And by comparing sentiment across our global hubs, we scaled best practices from our highest-engaged teams.” Availability and Pricing Predictive Pulse and Team Comparison are available today to all PulseSync Enterprise plans and can be added as standalone modules for Professional plans. Pricing starts at $1 per user, per month for single-module subscriptions. For more information, visit www.pulsesync.com/pricing. About PulseSync PulseSync equips remote SaaS team managers and HR leads with real-time insight into team morale via anonymous, one-click pulse surveys in chat apps. Instant alerts flag hidden engagement issues, enabling immediate action to reduce attrition, reveal silent struggles, and make retention an active part of daily team life. Media Contact: Erin Chen Head of Communications, PulseSync Email: erin.chen@pulsesync.com Phone: +1 (415) 555-1234

P

PulseSync Introduces Global Pulse Scheduler Suite to Maximize Survey Participation Across Time Zones

Imagined Press Article

San Francisco, CA – 2025-06-03 – PulseSync today announced the launch of its Global Pulse Scheduler Suite, a set of advanced scheduling controls designed to maximize survey engagement and respect diverse regional calendars. With remote work spanning multiple time zones, managers and HR teams face challenges in capturing representative feedback. The new suite—comprising Regional Calendar Integrator, Smart Slot Finder, Staggered Delivery, and Dynamic Rescheduler—ensures surveys arrive at the right place and time. Key components include: • Regional Calendar Integrator automatically syncs local public holidays, weekends, and company events for each region. Managers can customize blackout dates to avoid sending surveys when teams are offline, leading to higher participation and data accuracy. • Smart Slot Finder analyzes historical response patterns alongside individual working hours to pinpoint optimal survey windows in each time zone. By learning when team members are most active, PulseSync boosts completion rates without manual guesswork. • Staggered Delivery spaces out survey dispatch times across regions in short intervals, preventing notification overload and ensuring each team receives the survey at its peak local work hour. • Dynamic Rescheduler monitors initial participation rates and sends timely follow-ups or reschedules surveys in regions with low response, adapting in real time to drive comprehensive coverage. "Remote teams don’t operate on a single clock, and one-size-fits-all scheduling simply doesn’t work," said Alisha Moore, Chief Product Officer at PulseSync. "Our Global Pulse Scheduler Suite removes the administrative burden of juggling calendars, time zones, and response rates—delivering actionable feedback where and when it matters most." Early adopters report substantial gains. "After enabling Smart Slot Finder and Staggered Delivery, our completion rates climbed from 64% to 89% across five international hubs," said Markus Lindgren, Senior HR Manager at Novatech. "The Dynamic Rescheduler filled in participation gaps overnight without any manual effort on our part." Availability and Pricing The Global Pulse Scheduler Suite is available today as part of PulseSync’s Professional and Enterprise plans. The full suite can be added to Standard plans for an additional $0.50 per user, per month. For setup guides and regional calendar templates, visit www.pulsesync.com/scheduler. About PulseSync PulseSync equips remote SaaS team managers and HR leads with real-time insight into team morale via anonymous, one-click pulse surveys in chat apps. Instant alerts flag hidden engagement issues, enabling immediate action to reduce attrition, reveal silent struggles, and make retention an active part of daily team life. Media Contact: Jason Liu Director of Marketing, PulseSync Email: jason.liu@pulsesync.com Phone: +1 (650) 555-6789

P

PulseSync Enhances Security with MagicLink Login and AdaptiveRisk Authentication

Imagined Press Article

San Francisco, CA – 2025-06-03 – PulseSync today announced major enhancements to its authentication framework, introducing MagicLink Login and AdaptiveRisk Authentication to deliver seamless yet robust security for remote teams. As organizations strive to balance ease of use with strong security, PulseSync’s new features simplify access to anonymous pulse surveys while safeguarding sensitive employee data. MagicLink Login enables one-click, passwordless authentication directly within supported chat applications. Users receive a time-bound, secure link in chat and gain instant access to surveys—eliminating password fatigue and reducing help desk requests. AdaptiveRisk Authentication dynamically adjusts login requirements based on contextual risk signals. Routine logins from recognized devices and locations proceed with MagicLink only, while atypical attempts—such as login from a new country or unrecognized network—trigger step-up verification, such as biometric prompts or short-lived one-time passcodes. This ensures high security without burdening users during normal operations. “Security can never be an afterthought,” said Priya Desai, CTO of PulseSync. “With MagicLink Login and AdaptiveRisk Authentication, we’re raising the bar on user experience and data protection. Managers can trust that only authorized individuals view sensitive pulse insights, and employees can share honest feedback without friction.” Enhanced protections include: • TrustToken for seamless multi-session authentication: After a successful MagicLink login on a device, a TrustToken issues, allowing subsequent one-click logins for a configurable duration without additional MFA steps. • BioPrompt integration for native biometric checks (face ID or fingerprint) within chat apps, leveraging device-level security. • AuthAudit dashboard for administrators to monitor authentication events in real time—including successes, failures, and risk anomalies—and set custom alerts for suspicious activity. Beta users report improved security posture and user satisfaction. “Since deploying MagicLink Login, we’ve seen a 75% drop in login-related support tickets, and our security team appreciates the visibility from the AuthAudit dashboard,” said Caroline Zhang, VP of IT Security at CloudVerse. Availability and Pricing MagicLink Login and AdaptiveRisk Authentication are available immediately for all PulseSync Enterprise customers and as add-on modules for Professional tier users. Contact sales for pricing details and integration support at www.pulsesync.com/security. About PulseSync PulseSync equips remote SaaS team managers and HR leads with real-time insight into team morale via anonymous, one-click pulse surveys in chat apps. Instant alerts flag hidden engagement issues, enabling immediate action to reduce attrition, reveal silent struggles, and make retention an active part of daily team life. Media Contact: Samantha Torres Head of Corporate Communications, PulseSync Email: samantha.torres@pulsesync.com Phone: +1 (415) 555-9876

Want More Amazing Product Ideas?

Subscribe to receive a fresh, AI-generated product idea in your inbox every day. It's completely free, and you might just discover your next big thing!

Product team collaborating

Transform ideas into products

Full.CX effortlessly brings product visions to life.

This product was entirely generated using our AI and advanced algorithms. When you upgrade, you'll gain access to detailed product requirements, user personas, and feature specifications just like what you see below.