Group Meeting Scheduling Feature - PRD
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
Create team
- The user should be able to create a team and a sub-team within the team.
- The team should have team size options based on the account type - Free or Premium.
Manage team
- The user should be able to add team members.
- The user should be able to remove team members.
- The user should be able to make another user an admin.
Create Meeting poll within team
- The host user can create poll by setting up date/time options and sharing with the team so everyone gets to make their choice and a time/date for the meeting will be picked based on the time/date most of the other team members picked.
Fetch availabilities from calendar
- The host user can be able to fetch the availabilities of their team members through their connected calendars to know a time that fit in well for all. This can also be used to run a quick poll or a meeting automatically scheduled.
- 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 can be able to reschedule the meeting.
- The team members can update their availability before meeting is hosted.
v2 - Initiate meeting from Discord
- Once the user has connected their account, they can be able to make
/groupmeetcommand on Discord. - Using parameters like — participants, meeting time, description, decision type (poll or automatic choosing from users calendar [auto]).
Non-Functional Requirements
- During beta testing: We’ll run a test with 5 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: