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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.

Product Requirements Document (PRD): AI-Generated Meeting Summaries & Action Items

1. Document Overview & Objective

1.1 Product Name

Huddle Intelligent Summaries (Internal Codename: Project Cue)

1.2 Target Audience

Engineering Leads, Frontend/Backend Engineers, and Product Designers.

1.3 Objective

Build an automated, post-meeting intelligence feature for Huddle that processes meeting transcripts to extract structured decisions, generate comprehensive summaries, and assign action items to attendees. The feature must account for real-world messy transcript data (speaker errors, uninvited participants) and adhere to strict safety boundaries regarding action item assignments and automated distribution.

1.4 Background & Scenario

Huddle is a video-meeting application currently utilized by 3,000 enterprise and mid-market companies. * Existing Infrastructure: Meetings are automatically recorded and transcribed with basic speaker labeling. Attendee lists are reliably synchronized from the originating calendar invite. * Current State & Pain Point: Users currently rely on manual post-meeting note-taking, leading to dropped tasks, misaligned follow-ups, and fragmented alignment. * Value Proposition: Automating meeting wrap-ups directly inside Huddle saves hours of manual administrative overhead per week⁴, driving higher platform stickiness and daily active use.

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2. Core User Stories & Personas

2.1 Personas

• The Engineering Manager (User): Attends 5–6 back-to-back technical syncs daily. Needs clear, unequivocal records of architectural decisions and precise engineering follow-ups without digging through raw, messy transcripts.
• The Account Executive / Sales Rep (User): Operates on rapid customer cadences. Requires immediate, zero-friction distribution of post-meeting action items to stakeholders without manual typing.
• The Engineering & Design Leads (Builders): Require explicit edge-case handling, system constraints, deterministic UI layouts, and scalable pipeline specs to build and ship the feature efficiently.

2.2 Key User Stories

1. As a meeting participant, I want Huddle to automatically generate a structured summary and action item list the moment a meeting concludes, so I don't have to spend time writing manual recap notes.
2. As an attendee with assigned tasks, I want clear ownership labels on my action items so there is never any ambiguity about who is driving a deliverable.
3. As a sales representative, I want my action items emailed to me automatically as soon as the meeting ends, so I can immediately execute client follow-ups.
4. As a meeting host, I want to review, edit, or override incorrect speaker attributions or bad action assignments before summaries are locked or shared externally.

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3. Detailed Functional Requirements

3.1 Data Inputs & Pre-Processing Pipeline

The AI summarization engine triggers asynchronously via webhook immediately upon meeting termination (`recording.ended`).

• Input A: Transcript with Speaker Labels: Full text payload containing timestamped utterances, text strings, and speaker IDs. Known limitation: Speaker labels suffer from an 8% error rate, primarily caused by cross-talk, overlapping dialogue, or multi-person huddle rooms.
• Input B: Calendar Invite Attendee List: Ground-truth list of officially invited participants (Email, Name, Role).¹ Known limitation: 15% of meetings include an uninvited participant (e.g., ad-hoc joiners via shared link).
• Input C: Meeting Metadata: Duration, title, organization ID, and recording URL.

3.2 Summarization & Extraction Logic (LLM Pipeline)

The backend processing pipeline must execute three logical passes: 1. Meeting Overview Generation: Condense the transcript into a 3–5 sentence executive summary alongside 3 key thematic highlights. 2. Decision Extraction: Isolate explicit agreements, architectural choices, or policy resolutions made during the call. Format as an bulleted list of declarative statements (e.g., "Decided to migrate the primary auth service to OAuth2 by Q3"). 3. Action Item Extraction & Assignment Engine: * Extract explicit tasks, owners, and deadlines. * Crucial Constraint (Safety Guardrail): The engine must never assign an action item to someone who was not present in the meeting. * Resolution Strategy for Uninvited Attendees: If an uninvited participant (who joined without a calendar invite) is identified as the owner of a task, the system must cross-reference their presence against the audio/transcript participant logs. If verified present, they are added to a dynamic "Extended Participants" list for assignment validation. If their identity cannot be verified or they were absent, the task defaults to unassigned or falls back to the meeting host with a UI warning flag².

3.3 Sales Request: Automated Instant Emailing

• Requirement: Sales teams have requested that action items be emailed automatically to their owners the second a meeting ends.
• Product Specification & Guardrail: Due to the 8% speaker label error rate and potential hallucination risks, fully autonomous external emailing on meeting close creates high business risk.
• Implementation Design:
• Implement an Opt-In Workspace Policy configured by organization admins.
• For workspaces with "Auto-Send Sales Recaps" enabled, summaries and assigned action items are dispatched via email to internal organization members immediately upon processing completion.³
• For external participants or non-opt-in workspaces, a 10-minute "Grace Period / Review Window" notification banner appears in the Huddle desktop client, allowing hosts to review and edit assignments before dispatch.

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4. User Experience & Interface (UX/UI) Specifications

4.1 Post-Meeting View (Huddle Web & Desktop App)

Upon meeting conclusion, a new tab labeled "AI Summary" appears alongside the existing "Transcript" and "Recording" tabs within the meeting details drawer.

``` +-------------------------------------------------------------------+ | Huddle Meeting: Q3 Architecture Sync [Share] [Export]| +-------------------------------------------------------------------+ | Tabs: [Overview] [Transcript] [Recording] | |-------------------------------------------------------------------| | EXECUTIVE SUMMARY | | The team reviewed the Q3 scaling bottlenecks. Consensus was | | reached on moving auth infrastructure to OAuth2. Database latency | | issues will be mitigated via Redis caching layers. | | | | KEY DECISIONS | | • Migrate core auth service to OAuth2 by August 15. [Edit] | | • Adopt Redis cluster for session state caching. [Edit] | | | | ACTION ITEMS | | [x] Investigate OAuth2 token expiry edge cases | | Owner: Sarah Jenkins (Calendar Invite) | Due: Next Tuesday | | [ ] Set up staging Redis cluster | | Owner: Unassigned ⚠️ (Verify Attendee) | Due: Friday | | | | [Send Sales Recap Email Now] [Approve & Lock] | +-------------------------------------------------------------------+ ```

4.2 Interactive States & Edge-Case UI Handling

• Unassigned / Unverified Owner State: If the model detects an action item owner who was an uninvited participant or has an ambiguous speaker label, render a yellow warning badge: `⚠️ Unverified Owner — Click to Reassign`.
• Inline Editing: Every decision and action item card features an inline pencil icon allowing hosts or assignees to edit text, change owners via a searchable dropdown of confirmed attendees, or delete hallucinated items.

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5. Technical Architecture & Engineering Guidelines

5.1 Pipeline Flow & Data Schema

1. Webhook Listener: Receives `meeting.ended` event containing metadata and storage URIs.
2. Context Aggregator: Merges calendar invite list (`invitedusers[]`) with actual audio track speaker diarization outputs (`detectedspeakers[]`).
3. LLM Structured Extraction: Prompt engineering optimized for JSON output schema enforcement (using strict JSON mode / function calling):

```json { "meetingid": "string", "summary": "string", "decisions": ["string"], "actionitems": [ { "task": "string", "assigneeemail": "string | null", "assigneename": "string", "isverifiedattendee": boolean, "due_date": "ISO-8601 | null" } ] } ```

5.2 Error Handling & Fallbacks

• Speaker Label Inaccuracy (8% Error Rate): Mitigation via UI feedback loops. If an assignee name has low confidence score (< 0.85) from the diarization model, flag the action item with a review indicator in the UI.
• Uninvited Participant Handling (15% Occurrences): The validation layer must query the roster of active audio streams. If an email is missing from the calendar invite but present in audio metadata, tag them as `guest_participant` and permit assignment only if their voiceprint or explicit self-identification ("Hi, this is Dave from Finance joining late") is logged in the transcript text. Otherwise, fail-safe to unassigned.

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6. Non-Functional Requirements & Constraints

• Latency: Summary generation and database write must complete within < 120 seconds of meeting termination for a standard 45-minute meeting.
• Security & Privacy: Meeting transcripts and summaries must be encrypted at rest (AES-256) and in transit (TLS 1.3). Customer data must never be used to train foundational models across tenant boundaries.
• Reliability: 99.9% pipeline uptime. In the event of an LLM timeout or parsing failure, the system must gracefully fall back to displaying raw transcripts with an error banner stating "AI summary generation delayed. Click to retry."

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7. Metrics & Success Criteria (KPIs)

1. Adoption Rate: % of completed meetings where users view, edit, or export the AI summary (Target: > 40% within 30 days post-launch).
2. Action Item Completion Rate: Increase in marked-complete action items compared to legacy manual workflows.
3. Accuracy & Correction Rate: Frequency of manual edits made to action item owners and speaker assignments (Target: < 5% manual override rate, validating low false-positive rates for uninvited attendee checks).
4. Sales Workflow Efficiency: Reduction in post-call administrative turnaround time reported by enterprise sales teams using the automated email dispatch feature.

PRD: AI-Generated Meeting Summaries and Action Items

Audience: Engineering and design leads Product: Huddle Status: Draft

1. Summary

Huddle will generate a post-meeting summary that highlights decisions and action items, identifies owners when it can do so reliably, and can email confirmed action items to their owners automatically. This replaces the manual note-taking people do after calls.

The core safety requirement is non-negotiable: an action must never be assigned to someone who did not attend the meeting. Calendar invitations alone cannot establish attendance: some invitees do not join, and around 15% of meetings include someone who was not invited. Speaker labels also cannot establish identity on their own; they are wrong about 8% of the time, especially during interruptions or when several people share a meeting-room connection.

The product must therefore separate three questions: what was decided, what needs to be done, and who—if anyone—can be safely identified as the owner. When attendance or ownership is uncertain, Huddle must leave the action unassigned rather than guess.

2. Problem and goals

Today, attendees write their own notes after meetings. This is inconsistent, takes time, and makes it easy for decisions and follow-ups to be lost.

Goals - Produce a concise, useful summary after a recorded meeting. - Clearly distinguish decisions from discussion, proposals, and unresolved questions. - Extract action items and assign them only to verified meeting attendees. - When enabled, email confirmed action items to their owners shortly after the meeting ends. - Let users correct mistakes and give feedback.

Non-goals for the first release - Replacing full meeting transcripts or recordings. - Creating tasks in external project-management tools. - Inferring deadlines, priorities, or owners that were not stated. - Automatically assigning work when the owner is unclear. - Resolving disagreements about whether a decision was made without review.

3. Users and primary workflow

Users: meeting attendees who need an accurate recap; organizers who want to review or share it; and action owners who need a clear follow-up.

1. A recorded meeting ends. Huddle gathers the transcript, speaker labels, calendar context, and actual session attendance data.
2. Huddle generates a summary with separate Decisions, Action items, and, where useful, Open questions sections.
3. For each action, Huddle identifies the supporting transcript evidence and checks the proposed owner against the verified attendee roster.
4. If automatic action-item email is enabled for the organization, Huddle emails only actions with a sufficiently clear owner whose attendance is verified.
5. The organizer and attendees can view the summary, correct it, and report errors. Unassigned actions remain visible for follow-up but are not emailed as assigned work.

4. Functional requirements

4.1 Establishing who attended

• Use Huddle’s meeting-session join/leave records as the attendance source of truth. The calendar invite is context, not proof that someone attended.
• Include identifiable people who joined without a calendar invitation. Exclude invitees who did not join.
• Represent an attendee using a verified Huddle account, authenticated guest identity, or another approved identity mechanism.
• If a meeting-room device represents several people and Huddle cannot reliably map speakers to individuals, do not treat the device name or a guessed speaker identity as a person. The organizer may confirm identities or owners in the summary UI.
• If reliable session attendance data is unavailable, fail closed: generate the summary, but do not assign or email action items.

4.2 Generating decisions and action items

• Generate a short overview and the three optional sections: Decisions, Action items, and Open questions.
• Include a decision only when the transcript supports an explicit agreement or choice. Label proposals or unresolved discussion as open questions, not decisions.
• Phrase each action as a concrete task. Include a due date only if one was explicitly stated; otherwise show no due date.
• Attach a brief transcript excerpt and timestamp to each decision and action so users can check the source.
• Do not invent missing details. If the task is clear but no owner is, show it as Owner not confirmed. If the task itself is ambiguous, flag it for review rather than present it as certain.

4.3 Assigning owners safely

• Every proposed owner must match a verified person in the actual attendee roster. Enforce this as a backend validation rule, not just a model instruction or UI check.
• A calendar invitee who did not join must never be assigned. A person who joined without an invite may be assigned if their identity and attendance are verified.
• Speaker labels may help identify who volunteered, but must not independently authorize an assignment. When overlap, room audio, or attribution uncertainty makes ownership unclear, leave the action unassigned.
• Users may assign or change an owner in the UI only to a verified attendee. Record the change and its actor in the audit log.
• Recheck the attendance invariant before saving an assignment and immediately before sending an email.

4.4 Automatic emails

• Provide an organization-level setting to enable automatic action-item emails. Once enabled, send an email after generation to each verified owner with at least one confirmed action.
• Do not send an assignment email for an unassigned action or to anyone not verified as having attended. Do not send the full transcript by default.
• Include the meeting title and date, the recipient’s confirmed actions, any explicitly stated due dates, a link to the Huddle summary, and a way to report an incorrect assignment.
• If the meeting has no verified owners, send no owner emails. The organizer may receive a link to the summary according to organization settings.
• Target delivery within five minutes of the meeting ending at the 95th percentile. If generation or identity checks fail, do not send speculative emails; show the organizer that the summary or email is delayed or needs review.
• Provide clear controls to turn automatic emails off. Email delivery status and failures must be visible to the organizer.

5. UX requirements

The summary should make confidence and uncertainty understandable without exposing raw model scores. Show an Owner confirmed state for verified assignments and Owner not confirmed when a person cannot be safely identified. Present source timestamps as links into the recording or transcript, subject to existing access permissions.

Organizers must be able to edit summary text, remove an incorrect item, or assign an unassigned item to a verified attendee. Edits must be saved with a clear indication of who made them. If an action email has already been sent, do not silently replace the original assignment: notify the organizer that the owner changed and offer a corrected email to the new verified owner. Never email the former owner again unless explicitly requested.

The UI should explain that the calendar list may include people who did not attend and that unidentified room participants require confirmation. Use clear empty states when there are no decisions or actions.

6. Data, privacy, and operational requirements

Use only meeting data already available to Huddle for recording, transcription, and attendance, subject to existing recording consent and organization policies. Apply existing access controls to summaries, transcript evidence, and recording links. Store generated summaries, edits, assignment records, email status, and relevant audit events under Huddle’s existing retention and deletion policies. Do not use action-item content to train models unless the organization’s existing data policy explicitly permits it.

Generation and email must be idempotent: retries must not create duplicate summary items or send duplicate emails. Log the evidence reference, proposed owner, roster-validation result, any human correction, and delivery outcome for troubleshooting and audit.

7. Acceptance criteria

The release is acceptable only if: 1. A calendar invitee who did not join is never assigned or emailed an action. 2. An identifiable, authenticated attendee who joined without an invite can be assigned when the transcript supports the assignment. 3. An unclear speaker in overlapping audio produces an unassigned action, not a guessed owner. 4. A shared-room connection with no reliable person mapping cannot result in an individual assignment without organizer confirmation. 5. Every emailed action has a verified attendee owner and a link to its supporting summary. 6. Email retries do not result in duplicate messages. 7. Users can correct an assignment, and the correction is restricted to verified attendees.

8. Success metrics and rollout

Track summary generation success, time to summary, owner-confirmation rate, action-item correction and removal rates, email delivery time, duplicate-email rate, and user feedback. The primary safety metric is the number of assignments or assignment emails to non-attendees; the target is zero. Also monitor missed or unassigned owners to understand the trade-off between safety and usefulness.

Roll out behind an organization-level feature flag. Start with internal meetings, then a small customer cohort. Review false assignments and user corrections before expanding. Do not broaden automatic-email availability until attendance validation, idempotency, and failure handling pass the acceptance criteria.

9. Dependency to resolve before implementation

Engineering must confirm that Huddle can provide reliable, person-level join/leave records, including authenticated guests and shared-room behavior. If that data is unavailable or insufficient for a meeting, the safe behavior is to generate the summary without assigning or emailing owners.