Group Meeting Scheduling Feature - v1
Title and Introduction
- Feature Name: GroupMeet
This feature allows teams within an organisation to easily organise group meetings.
User Centric Objectives
- We need to reduce the friction in group meeting scheduling. The current tool have it that we need to chase people to fill their availabilities manually only. We need a better experience.
- Meeting hosts should be able to easily fetch availabilities from team members connected calendars.
- For people that just don't update their calendar or don't have one, we make it possible for hosts to generate link with date/time options for the others to fill manually with regular email reminders for them to fill it or discord reminders.
Scope
This feature is more of a team based feature where a user (ideally fluid-team manager or lead) can be able to create a team and sub-teams. They can invite their team member to the teams and sub-teams and they can remove members.
The Job to be done captured for the use case of a fluid team manager as:
When I manage a team that meets regularly for a review/sync call. I need to be able to easily get the availabilities of my team members in order to schedule the meeting. I don’t need to be chasing my team members around to update/fill their availabilities or always have to wait for them to manually fill their availabilities before I could schedule our team meetings, the experience could be better.
The team admin have access to the teammates calendar which the teammates authorises while joining the team. This helps to easily pick dates/time options for team meeting time polling.
The admin can run a manual poll by picking options and sharing it in a poll.
The admin can initiate the process from a Discord server.
User Persona
The main users of this product are Fluid teams managers, A "Fluid team" refers to a group of individuals who are highly adaptable, collaborative, and able to seamlessly navigate dynamic and changing environments. This type of team is characterized by its agility and flexibility, readily adjusting to evolving tasks, goals, and priorities.
Functional Requirements for v1 Implementation
Create team
- The user should be able to create a team.
- membership
- title
- description: text field to add custom text
- The user should be able to edit and delete the team details.
Manage team
- The user should be able to add and remove team members. User identifier is their address.
- The team size option for the v0 should be (2 - 5 for free users) and unlimited for premium users.
- The user should be able to make another user an admin(PRO Accounts only).
Creating Meeting poll within team
- The admin initiates a meeting here by Clicking on Schedule meeting. So we have Schedule Meeting = Quick Poll or Team Poll.
- The host should be able to set deadline to filling a poll.
- The host should be able to fill the team members time/date options, if the team member permits them.
- The team members can still update their availabilities anytime before the deadline.
Team Poll — Fetch availabilities from calendar
- The Team poll option fetches all the tallying user availabilities from the team members calendar and creates a poll, with regular reminders and deadline enabled.
- The host should be able to enter meeting details, add participants from team and the tallying time/date gets fetched from the participants calendars. This can be used to run a quick poll or a meeting automatically scheduled with the teams consent.
- They can initiate a new meeting, enter team members to invite, fetch their availabilities, proceed to a quick scheduling or run a poll.
- The host should be able to reschedule the meeting.
Quick Poll — Manually provide availabilities
- For a quick poll where everyone doesn’t have their calendar updated or there are no team members yet, the host can manually setup time/date options and share with the team so everyone fills their choice time/date for the meeting and the most popular time/date get picked for the meeting.
- Here the host can manually setup a quick poll, invite participants to fill.
- The host should be able to fill the team members time/date options, if the team member permits them.
- The team members can still update their availabilities anytime before the deadline and regular reminders can be sent.
Non-Functional Requirements
- During beta testing: We’ll run a test with 10 users trying to host a group meeting to ensure they successfully host their meeting and leave a positive feedback.
Design and User Interface
The design will be done in the page attached below:
Dependencies
- We’ll implement this feature on Discord, using the same method for the one-on-one Discord meeting hosting command.
Future [Later] Works
Product Documentation & Guides:
User stories and Use cases:
Project Timeline:
Risks and Mitigations:
Feedback and Evaluation:
Approval and Sign-off:
Collaborate on this Google doc