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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-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.

Product Requirements Document: AI Meeting Summaries & Action Items

Product: Huddle Author: Product Management Target Audience: Engineering & Design Leads Status: Ready for Kickoff

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1. Overview & Problem Statement

Huddle currently records and transcribes video meetings for 3,000 B2B customers. However, users still spend 10–15 minutes after every call reviewing transcripts or typing up raw notes to document decisions and action items.

We are building an AI-powered post-meeting summary feature that automatically extracts Key Decisions and Action Items (with assigned owners) from meeting transcripts.

The Core Tension: Speed vs. Accuracy

Sales has requested that we automatically email action items to their owners the moment a meeting ends. However, we have three strict operational realities: 1. Hard Constraint: We must never assign an action item to someone who did not attend the meeting. 2. Data Gap 1 (The 15% problem): 15% of meetings include uninvited guests (e.g., forwarded links, conference rooms) who are missing from the calendar invite. 3. Data Gap 2 (The 8% problem): Speaker diarization/labels are wrong 8% of the time, primarily due to crosstalk or multiple people sharing one room mic.

Product Decision: If we auto-send emails immediately after the meeting ends, the 8% speaker attribution error rate and the 15% calendar mismatch rate will inevitably cause us to violate our hard constraint or embarrass users by emailing the wrong people. Therefore, v1 will use a "Human-in-the-Loop" flow with a fallback auto-send. For high-confidence extractions, emails will send automatically after a 30-minute review window. For low-confidence extractions (crosstalk, unverified guests), we will hold the email until the meeting host approves the summary.

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2. Goals & Success Metrics

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3. System Architecture & The "Actual Attendee" Roster

Right now, Huddle relies on the calendar invite for the attendee list. To obey our hard constraint, Engineering must build a unified `Actual_Attendees` service that fires when a meeting ends.

Defining an "Actual Attendee"

A person is only eligible to be assigned an action item if they exist in the `Actual_Attendees` array for that specific meeting session. Calendar invitees who did not join the call are explicitly excluded.

1. Authenticated Huddle Users: Anyone who joins the call while logged into a Huddle account is added to `Actual_Attendees` (solves the 15% uninvited guest problem for logged-in users).
2. Unauthenticated Web Guests: Guests joining via link must type their display name in the pre-call lobby. They are added to `Actual_Attendees` with `email: null`.
3. Conference Room Hardware: When a room system joins (e.g., "4th Floor Conf Room"), the room itself is not an assignable person. (See Edge Cases in Section 4).

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4. Functional Requirements (Engineering)

4.1 LLM Extraction Pipeline

* Trigger: Fires upon completion of the final meeting transcript. * Inputs: 1. Time-stamped transcript with speaker labels. 2. Diarization confidence scores per utterance. 3. The `ActualAttendees` JSON array (Name, UserID, Email, JoinMethod). 4. The `CalendarInviteesNoShow` array (Explicit negative constraint list). * Prompting & Guardrails: * Decisions: Extract 1–7 bullet points summarizing agreed-upon outcomes. Include timestamp citations. * Action Items: Extract tasks, deadlines (if mentioned), and the owner. * Assignment Logic: The LLM may only populate the `owner` field using an exact match from `ActualAttendees`.

4.2 Handling the Constraints & Edge Cases

• Scenario A: Someone on the call says, "Let's have Sarah do this," when Sarah is NOT in `Actual_Attendees`.
• System Behavior: The system must not assign the task to Sarah. Instead, it assigns the task to the speaker who volunteered Sarah (or leaves it "Unassigned") and rewrites the task text to: "Follow up with Sarah to [do X]."
• Scenario B: The 8% Speaker Label Error (Crosstalk / Low Confidence).
• System Behavior: If an action item is derived from an utterance where someone says "I will do X", the pipeline checks the diarization confidence score for that timestamp block. If confidence is `< 0.85` or overlaps with another speaker within 1.5 seconds, the system sets `owner: Unassigned`, sets `suggestedowner: [SpeakerID]`, and flags the item as `needs_review: true`.
• Scenario C: Multi-person Conference Rooms.
• System Behavior: Audio coming from a single hardware node containing multiple voices cannot reliably attribute "I'll take that" to an individual. If the speaker label is a Room Resource or has multi-voice flags, the LLM may only assign an action item if a name is spoken explicitly in the third person (e.g., "Thanks Dave, so Dave will pull the Q3 numbers" AND "Dave" is matched to a Huddle user via calendar invite + confirmation). Otherwise, set `owner: Unassigned` (`needs_review: true`).
• Scenario D: The 15% Uninvited Guest.
• System Behavior: If "Alex" joined via a forwarded link without logging in, he is in `ActualAttendees` as `{name: "Alex (Guest)", email: null}`. The system can assign action items to "Alex (Guest)" in the UI, but flags the item as `missingemail: true`.

4.3 The Email Dispatch Engine (Addressing the Sales Request)

To satisfy Sales without sending hallucinated assignments, we will implement a Two-Track Dispatch Engine:

• Track 1: High-Confidence Auto-Send (30-Minute Delay)
• Condition: All extracted action items have `owner != Unassigned`, `needsreview == false`, and `missingemail == false`.
• Behavior: The host gets an immediate Slack/Email ping: "Your meeting summary is ready. Action items will be emailed to owners in 30 minutes unless you edit them." If the host makes no changes within 30 minutes (or clicks "Send Now"), emails are dispatched to action item owners.
• Track 2: Low-Confidence Hold
• Condition: One or more action items are flagged `needsreview: true` or `missingemail: true`.
• Behavior: Auto-send is paused. The host is notified: "Your meeting summary has 2 action items that need your confirmation before we email the team." Emails only trigger once the host resolves the flags and clicks "Approve & Send".

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5. User Experience & Design Requirements

5.1 Pre-Meeting Lobby (Small tweak for Guest ID)

• Unauthenticated Guests: Update the pre-join screen. Require both Full Name and Work Email (Optional) before joining. Explaining "Used to send you meeting notes" will convert a high percentage of the 15% uninvited guests into identifiable users.

5.2 Post-Meeting Summary View

The Meeting Host (and participants) will access the summary inside the Huddle web/desktop app under the "Past Meetings" tab.

* Layout: Split screen. Left side: Video player + searchable transcript. Right side: AI Summary widget. * Summary Widget Sections: 1. Status Banner: Shows dispatch state (e.g., "Auto-sending to 4 owners in 24 mins [Send Now] [Pause]" OR "Approval Required before emailing"). 2. Decisions Made: Bulleted list. Hovering over a decision highlights the corresponding timestamp in the transcript and lets the user click to play that 15-second clip. (Crucial for building user trust). 3. Action Items List: Each row contains: * Checkbox (for completion tracking). * Task description (inline editable). * Assignee Dropdown Pill. * Source timestamp link.

5.3 The Assignee Dropdown & "Needs Review" UI

• Restricted Roster: When a user clicks the Assignee Pill to change or add an owner, the dropdown menu only lists people from the `Actual_Attendees` array.
• Design detail: Below a divider line at the bottom of the dropdown, show calendar invitees who didn't show up in greyed-out, unclickable text with a tooltip: "Did not attend meeting." (This prevents users from thinking the dropdown is broken while enforcing our constraint—unless someone was hiding in a conference room, see below).
• Conference Room Override: If a meeting included a Room system, include an option in the dropdown: `+ Add person who was in [Conf Room Name]`. Clicking this allows the host to pick from the org directory, explicitly confirming that the person was physically present in the room.
• Low-Confidence Visual State: Action items flagged with `needs_review: true` (due to the 8% diarization issue) should have an amber highlight around the Assignee Pill reading: `Suggested: [Name] ?`. Clicking it lets the host confirm with one click.

5.4 The Action Item Email

• Subject: `Action Items from [Meeting Title] ([Date])`
• Body:
• Personalized top section: "Assigned to You (2):" followed by their specific tasks.
• Context section below: "All Decisions & Team Action Items" so they have full context.
• Footer CTA: `[View Full Recording & Transcript in Huddle]`.

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6. Out of Scope for v1

• 3rd-Party Task Manager Integrations: Pushing tasks to Jira, Asana, Linear, or Salesforce (planned for v1.1 after we validate extraction accuracy).
• Cross-Meeting Action Item Tracking: A global "My Tasks" dashboard across all meetings. v1 is strictly scoped to the single-meeting view and email dispatch.
• Voiceprint Enrollment: Having users record their voice to fix the conference room diarization problem. We will rely on UI fallbacks for v1.

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7. Open Questions for Kickoff

1. Engineering: What is the p95 latency for transcript generation + LLM summary extraction on a 60-minute call? Sales expects "as soon as the meeting ends"—if our pipeline takes 8 minutes, do we need to adjust the 30-minute auto-send timer?
2. Design: If a meeting has zero decisions and zero action items (e.g., a casual 1:1 catch-up), what should the empty state look like, and should we suppress the post-meeting notification entirely?
3. Engineering: Can our current diarization vendor expose word-level confidence scores via their webhook, or do we need to calculate crosstalk purely by checking overlapping speaker timestamps?