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PRD: AI-Generated Meeting Summaries with Decisions and Action Items

Audience: Engineering and Design leads Status: Ready for build planning Owner: Product

1. Summary

Huddle records and transcribes meetings with speaker labels, and the attendee list comes from the calendar invite. Today, people write their own notes after calls, and those notes are often late, incomplete, or missing. This feature generates a summary after each meeting that lists the decisions made and assigns action items to attendees. Action items are emailed to their owners, with Sales' requirement for immediate delivery balanced against the accuracy limits described in Section 4.

2. Goals and Non-Goals

Goals - Produce a summary within 5 minutes of meeting end for 95% of meetings. - Every action item names an owner who was present in the meeting. - Every decision and action item links to the transcript moment that supports it. - Give Sales automatic, immediate delivery for high-confidence action items.

Non-Goals (v1) - Calendar write-back or task creation in external tools (Jira, Asana). Design for it, but do not build it. - Summaries for meetings without a transcript. - Sentiment, coaching, or participation analytics.

3. Definitions

• Attendee: A person present in the meeting, determined by the participant session log (the platform's record of who joined), not only by the calendar invite. The calendar invite is a hint, not proof of attendance.
• Identified participant: A participant tied to a Huddle account or a verified email address.
• Unidentified participant: A guest who joined by name only, with no verified identity.
• Action item: A task with an owner, a description, and optionally a due date, derived from transcript content.
• Decision: A statement that the group agreed on a course of action, with supporting transcript evidence.

4. Known Limits and Design Responses

5. Functional Requirements

FR-1: Roster resolution Build the attendee roster from the participant session log at meeting end. Merge in calendar invitees for context, but do not treat invitees who never joined as attendees. Each roster entry is tagged as identified or unidentified.

FR-2: Summary generation Produce a summary containing: - A 3–5 sentence overview. - A decisions list. Each decision has a one-sentence statement, a timestamp, and a transcript link. Decisions are not assigned to individuals unless the transcript clearly states who made them. - An action items list (FR-3).

FR-3: Action item extraction Each action item includes: description, owner (a roster member), due date if stated, timestamp, transcript link, and attribution confidence (high, medium, low).

FR-4: Hard constraint: no non-attendee owners (must-pass) Before any summary is stored or sent, a deterministic validator checks that every action item owner matches a roster entry from FR-1. If an owner does not match, the item is removed and logged as a pipeline error. This check does not depend on the model or on confidence scores. The model is never the final authority on membership.

FR-5: Unidentified owners If the model attributes an action to an unidentified participant, the item is kept, but the owner is shown as "Unidentified participant (Name as joined)." These items are never emailed. They appear in the organizer's review view only.

FR-6: Confidence gating for delivery Each action item is sent automatically only if all of the following are true: - Owner is an identified roster member. - Attribution confidence is high. - The supporting transcript segment has no overlapping speech flag. - The item's source is not a multi-person room device.

Items that fail any check go to the organizer's review queue. The organizer can confirm, reassign to another roster member, or dismiss. Confirmed items are then sent.

FR-7: Multi-person sources When an action item comes from a multi-person source, the owner field is set to "Confirm owner" and the item is held for review. The review UI lets the organizer or the item's likely owner claim it from the roster.

FR-8: Delivery - Auto-sent items go to the owner's email within 5 minutes of meeting end. - Emails contain: the meeting name, the action item, the due date if any, a link to the summary, and a link to the transcript moment. - Each meeting produces one email per owner, grouping that owner's items. - Emails go only to identified roster members. Admins can disable delivery to external email domains.

FR-9: Review queue Organizers see a summary page with held items, can edit or confirm them, and can see which items were auto-sent. Edits made after sending generate a correction email to the owner.

FR-10: Controls and privacy - Admins can turn summaries on or off per workspace and per meeting type. - Any participant can opt out of their own speech being summarized. Their items are excluded from the summary and their name is removed from the roster. - Summaries and transcripts follow the same retention and access rules as the source recording.

6. Sales Requirement: Immediate Auto-Send

Sales wants action items emailed as soon as the meeting ends. This PRD supports that for high-confidence items (FR-6, FR-8). It does not send low-confidence items immediately, because a wrong owner gets a task they didn't agree to, and an email that is later corrected erodes trust. Sales can see the auto-send rate in the admin dashboard. If the held rate is too high for their workflows, the threshold can be tuned with data from the pilot. It should not be lowered without evaluation.

7. Acceptance Criteria

• AC-1: Across a 300-meeting eval set, zero action items name an owner absent from the participant log. This is a hard gate for launch.
• AC-2: Every decision and action item has a working transcript link that lands within 10 seconds of the cited statement.
• AC-3: For a labeled eval set, owner precision on auto-sent items is at least 97%.
• AC-4: Summaries are generated within 5 minutes of meeting end for 95% of meetings with transcripts under 90 minutes.
• AC-5: An uninvited identified joiner appears in the roster and can receive items. An unidentified joiner never receives email.
• AC-6: Opt-out removes the participant's items and name from the output within one processing cycle.

8. Metrics

• Adoption: Percentage of eligible meetings with a summary delivered.
• Quality: Action items edited or reassigned by the organizer, by confidence band.
• Trust: Post-send corrections per 100 auto-sent items. Target: under 2.
• Usage: Percentage of owners who open the linked transcript from an email.

9. Open Questions

1. Should the review queue notify the organizer by email, Slack, or in-app only?
2. When an owner is an external email address, what is the policy under the admin domain setting?
3. How will we handle meetings where the transcript contains no clear owner for a decision or action?
4. Do we need a per-workspace setting to require organizer approval for all items?
5. Should multi-person room devices be fixed at the hardware or SDK level, which would change FR-7?

10. Phasing

• Phase 1 (pilot, 20 workspaces): FR-1 through FR-5, FR-8 through FR-10, with all items held for organizer review. This validates the constraint and attribution quality.
• Phase 2: Enable confidence gating (FR-6) and auto-send for Sales and other pilot workspaces, based on Phase 1 precision data.
• Phase 3: Multi-person source handling at scale (FR-7), and general availability.

PRD: AI Meeting Summaries — Decisions & Action Items

Sep 24, 2026 · @Martin Slaney

Summary

We will generate a summary after every recorded Huddle meeting that lists the decisions made and the action items, each with an owner who was verifiably in the meeting. The organizer reviews the summary and sends it in one click; nothing is emailed without that step in v1.

Problem. Today attendees write their own notes after the call. Notes are inconsistent, often missing, and action items lose their owners within a day. We already have what we need to fix this: a recording, a transcript with speaker labels, and the calendar attendee list.

Why this is not trivial. Two of those inputs are unreliable. Speaker labels are wrong about 8% of the time, mostly during crosstalk and when several people share a meeting-room device. About 15% of meetings include someone who joined without a calendar invite. A naive build would misassign owners often enough to lose trust in the first week.

Goals and metrics

The goal is summaries people send without rewriting, with zero actions assigned to non-attendees.

Goals

• Replace manual post-meeting notes for recorded meetings.
• Every action item has a correct owner or is explicitly marked unassigned.
• Get action items to owners within minutes of the meeting ending.

Non-goals (v1)

• Pushing tasks into Jira, Asana or Linear.
• Summaries for unrecorded meetings or live, in-call summaries.
• Improving diarization itself. We design around the 8% error rate, not fix it.

Success metrics

Owner precision is measured from organizer edits plus a weekly labelled sample of 200 meetings.

Users and core flow

The organizer owns the summary; attendees receive it.

• Organizer: reviews, fixes owners, sends. Usually the calendar invite's creator; can hand off to any attendee.
• Action owner: receives their items by email and in the app.
• Other attendees: receive the full summary once sent.

```mermaid flowchart LR A[Meeting ends] --> B[Transcript +<br/>join log ready] B --> C[Build verified<br/>roster] C --> D[Extract decisions<br/>and actions] D --> E[Roster filter +<br/>confidence check] E --> F[Organizer review] F --> G[Send to owners<br/>and attendees] ```

The roster filter runs as deterministic code after the model, never inside the prompt alone.² Target: summary ready for review within 5 minutes of meeting end for meetings up to 90 minutes.

Requirements

An owner can only be chosen from the verified roster: people who actually joined, not people who were invited.

Verified roster

1. R1. Build the roster from the join log, not the calendar invite.¹ Invited people who never joined are excluded. 2. R2. Each roster entry has an identity tier: - Verified: joined signed in to a Huddle account, or by a dial-in matched to a known number. - Guest: joined with a display name only (most of the 15% uninvited joiners). - Room: a meeting-room device; people behind it are unknown individuals. 3. R3. Match uninvited joiners to workspace accounts by signed-in account only. Never match on display name alone.

Summary content

1. R4. Decisions: a short statement of each decision, with a transcript timestamp link. No owner field.
2. R5. Action items: task, owner (or "Unassigned"), due date if said aloud, timestamp link, and confidence.
3. R6. Every item links to its evidence in the transcript so reviewers can check it in one click.

Assignment rules

1. R7. The model returns a proposed owner per item. Code then checks it against the roster. Any owner not on the roster is replaced with "Unassigned", and the named person is shown as a mention ("mentions: Dave, not in meeting").
2. R8. Owner comes from content first: a named request ("Priya, can you…") beats the speaker label of "I'll do it".
3. R9. Mark an owner low confidence when the evidence depends on a speaker label in an overlapping segment, a Room entry, or a Guest entry.
4. R10. Low-confidence items show as "Suggested: Priya" and need organizer confirmation before any email goes out.
5. R11. Room and Guest entries cannot receive email. The organizer can reassign to a verified person or leave it unassigned.
6. R12. Log every model proposal, filter result and organizer edit. This is our precision measurement.

Handling the known limits

Both limits hit ownership, not decisions, so we contain them at the owner step.

The error compounds per meeting. If each item's owner is wrong 8% of the time, a meeting with 5 action items has a 34% chance of at least one wrong owner (1 − 0.92⁵). That is why confirmation sits before email, not after.

Sales request: auto-email on meeting end

Decision: not in v1 as requested. We ship one-click organizer send now, and gated auto-send in phase 2 once measured precision earns it.

Why not now. An email to the wrong owner is the most visible failure this feature can have. With the error rate above, roughly a third of 5-item meetings would email someone a task that isn't theirs. With external guests, it may land outside the customer's company. Early trust is hard to win back.

What Sales gets instead.

• v1: the organizer gets a "Summary ready" notification within 5 minutes and sends with one click. Goal: sent within 30 minutes (see metrics).
• Phase 2: a workspace setting to auto-send at meeting end, but only items that are high confidence and owned by a Verified attendee. Everything else still waits for the organizer. It ships only when owner precision on high-confidence items is ≥ 97% for 4 consecutive weeks.
• Auto-send never emails Guest or Room entries, or anyone outside the customer's domain, unless an admin enables it.

Design notes

The review screen must make checking owners faster than writing notes.

• Decisions first, then action items grouped by owner, then Unassigned.
• Low-confidence owners look visibly different ("Suggested") and are editable inline from a roster picker, never free text.
• Each item plays its transcript clip on click.
• The Send button states who gets email: "Send to 4 owners and 7 attendees".
• Empty state: if no decisions or actions are found, say so plainly rather than inventing any.

Rollout

Open questions

• [ ] Is the join log's signed-in identity reliable enough to call "Verified"? Engineering to confirm.
• [ ] Who organizes when the invite creator didn't attend? Proposed: first Verified attendee from the invite.
• [ ] Do customers need to disable summaries per meeting for sensitive calls? Legal and Sales to confirm.
• [ ] Retention: how long do we keep drafts and the evidence log?

PRD: AI Meeting Summaries and Action Items

Product: Huddle Audience: Engineering and Design leads Status: Proposed MVP Launch decision: Ship reviewed summaries first; defer immediate, unreviewed owner emails.

1. Problem and opportunity

Huddle serves 3,000 companies. Meetings are recorded and transcribed with speaker labels, but attendees currently write their own notes afterward. This creates duplicated effort, inconsistent records of decisions, and missed follow-through.

We will generate a concise meeting summary containing decisions and action items, with evidence linking each item to the recording.

Two known limitations shape the design:

• Speaker labels are wrong approximately 8% of the time, especially during overlapping speech and shared-room participation.
• Approximately 15% of meetings include someone absent from the calendar invite.

Therefore, neither speaker labels nor calendar invitations are sufficient evidence for assigning work.

Non-negotiable requirement: An action must never be assigned to someone who did not attend the meeting. When attendance or identity cannot be established, leave the action unassigned.

2. Goals and non-goals

Goals

• Reduce time spent producing post-meeting notes.
• Capture decisions accurately, distinguishing decisions from proposals.
• Extract actionable commitments with owners and deadlines when supported.
• Include verified, uninvited attendees without treating all invitees as attendees.
• Make every decision and action inspectable and correctable.
• Deliver owner notifications only after safe assignment and publication.

Non-goals for MVP

• Live summaries or action assignment during meetings.
• Assigning work to absent colleagues, even if requested during the meeting.
• Inferring deadlines or assigning owners based on job title.
• External task-system integrations.
• Automatically publishing unreviewed summaries.
• Resolving identity using voice biometrics.

3. Users and primary workflow

Reviewer: Meeting organizer, or an explicitly designated attendee. Reviews and publishes the summary.

Attendee: Reads the summary, follows evidence links, and reports corrections.

Action owner: Receives published actions assigned to them.

Workflow:

1. Meeting ends; Huddle completes transcript processing.
2. Huddle reconciles actual attendance and generates a private draft.
3. Reviewer checks decisions, unresolved ownership, and attendance exceptions.
4. Reviewer edits and publishes.
5. Huddle makes the summary available to authorized viewers and, where enabled, emails owners their approved actions.

If no eligible reviewer is available, the draft remains unpublished. A non-attending organizer may designate an attending reviewer but cannot resolve attendance exceptions themselves.

4. Attendance and identity requirements

Engineering must establish an attendance ledger separate from the calendar invite.

Each record contains:

• Meeting ID and stable person ID, where resolved.
• Join/leave intervals and participant-session IDs.
• Identity source: authenticated join, verified guest identity, or shared-room roster.
• Verification state and evidence.
• Reviewer confirmation details, where required.

Calendar invitees are suggestions for identity matching, not proof of attendance. A directory search result is also not attendance evidence.

Assignment eligibility

An owner must map to a unique person with verified attendance in that meeting:

• Authenticated individual join: Eligible when attendance telemetry records the person’s session.
• Guest join: Eligible only after identity is resolved and verified; a display name alone is insufficient.
• Shared meeting room: The room endpoint proves room participation, not individual presence. A participating reviewer must explicitly confirm each person physically present before they become eligible.
• Uninvited attendee: Eligible through the same verification rules; invitation status is irrelevant.
• Invited but absent person: Ineligible.

If telemetry is unavailable, identity is ambiguous, or attendance is disputed, block assignment. Keep the action unassigned with an explanation.

The owner picker must show only eligible attendees. Every write path—including generation, manual edits, APIs, and publication—must enforce eligibility server-side. Model confidence must never override this rule.

These controls cannot independently observe who is physically in a room. If trustworthy roster confirmation is unavailable, shared-room individuals remain ineligible rather than weakening the constraint.

5. Summary and extraction requirements

The draft has four sections:

1. Overview: Two to four sentences describing the meeting’s purpose and outcome.
2. Decisions: Clear statements of agreed outcomes.
3. Action items: Task, owner or “Unassigned,” deadline if explicit, and status.
4. Needs review: Uncertain decisions, ownership, identity, or attendance.

Each decision and action must include transcript-span references and recording timestamps. Preserve the original supporting text even when the reviewer edits the final wording.

Decisions

Capture explicit agreement or a clearly accepted conclusion. Do not convert brainstorming, recommendations, or unresolved debate into decisions. If discussion reverses an earlier decision, represent the final outcome and retain supporting evidence.

Actions

Extract a concrete deliverable or next step. Record a deadline only when explicitly stated; normalize relative dates using the meeting’s date and timezone.

Examples:

• “I’ll send the revised deck tomorrow.” → Task with a candidate owner, subject to attribution review.
• “Someone should update the deck.” → Unassigned action.
• “Ask Priya to update it,” when Priya was absent → Unassigned action; note that an absent person was mentioned.
• “We could revisit this next quarter.” → Not an action without a clear commitment.

Speaker labels provide evidence, not authority. Overlap, shared-room speech, ambiguous pronouns, and conflicting commitments must trigger ownership review. Candidate owners are draft suggestions, not assignments, until approved.

6. Review experience

The summary page opens in Draft state with a clear “Review before sharing” banner.

Design must provide:

• Editable decision and action cards.
• Evidence links opening the relevant transcript and recording segment.
• Visible distinction between verified attendance and uncertain attribution.
• “Unassigned” as a first-class owner option.
• A dedicated queue for identity and attendance exceptions.
• A publish preview showing recipients and notification settings.

For each assigned action, the reviewer must approve the owner. Bulk approval is permitted for straightforward items, but flagged attribution requires item-level review.

Attendance verification and ownership approval are separate controls: confirming that someone attended does not prove they accepted a task.

Publication is blocked if any assigned owner is ineligible. Unassigned actions and unresolved decision candidates do not block publication; uncertain decisions must be omitted from the final Decisions section or explicitly labeled unresolved.

7. Email policy and Sales request

Sales requests automatic emails immediately after each meeting. MVP will not send unreviewed action assignments. Given the known speaker errors, immediate delivery would spread incorrect ownership before correction.

Instead:

• Notify the reviewer when the draft is ready.
• Default owner emails to off; enable through workspace settings.
• When enabled, automatically email approved owners after publication.
• Send each owner only their actions, meeting title, deadlines, and an authorized summary link.
• Never email a calendar invitee solely because they were invited.
• Do not send to guests without a verified address and permitted access.

Email dispatch must recheck eligibility and publication version. Use idempotency keys to prevent duplicate sends. Published ownership changes generate a correction for the previous recipient and an updated notification for the new eligible owner.

Future immediate automation requires a separate launch decision and evidence that it preserves the attendance constraint.

8. Technical implementation

Use an asynchronous pipeline:

`Meeting ended → Transcript ready → Attendance reconciled → Draft generated → Reviewed → Published → Notifications`

Proposed records:

• `Summary`: meeting ID, transcript version, state, generated content, revision.
• `Decision`: text, evidence spans, review state.
• `Action`: task, proposed owner, approved owner, deadline, evidence, review state.
• `AttendanceRecord`: identity, evidence, verification state.
• `AuditEvent`: actor, change, timestamp, revision.

Generation returns schema-validated structured data. Treat transcript content as untrusted input: instructions spoken during a meeting must not alter system rules, access controls, or recipient selection.

Owner writes and publication run through a centralized eligibility validator. Notification jobs check the current revision before sending. Attendance corrections invalidate affected assignments and cancel queued notifications. Maintain an audit trail rather than silently rewriting history.

9. Reliability, privacy, and access

Target draft availability: within five minutes of transcript completion for 95% of supported meetings.

Generation failures must leave recordings and transcripts usable, show retry status, and send no owner emails.

Drafts are visible only to reviewers. Published summaries inherit meeting-content access rules; attendance alone does not grant access. Recording evidence links must enforce existing permissions. Apply workspace retention and deletion policies to summaries, attendance evidence, and generated artifacts.

10. Success metrics and acceptance

Proposed launch gates

• Zero assignments to ineligible attendees across automated invariant tests.
• Zero emails to ineligible owners in the pilot; any confirmed incident pauses rollout.
• At least 90% of published decisions require no substantive reviewer correction.
• Median review time below three minutes for meetings under one hour.
• At least 30% less self-reported note-taking time in the pilot.

Measure owner-correction rate separately from attendance violations: a wrong attending owner is still a quality failure.

Required acceptance cases

Test absent invitees, verified uninvited guests, shared rooms, overlapping speakers, duplicate names, failed identity resolution, missing telemetry, absent people named in requests, transcript reprocessing, attendance revoked before dispatch, and repeated notification retries.

In every uncertain-attendance case, expected behavior is an unassigned action and no owner email.

11. Rollout and dependencies

Start with internal meetings, then an opt-in pilot across varied company sizes and shared-room usage. Expand only after launch gates pass.

Before implementation, confirm availability of participant-session telemetry, guest identity verification, room-roster confirmation, reviewer permissions, and verified email addresses. If these dependencies are missing, ship summaries with unassigned actions for affected participants rather than substituting calendar membership as attendance proof.