One meeting in. A whole project out.
Below is what a single 40-minute requirements workshop produces — a structured BRD, the project memory pulled out of it, and the ambiguities read straight back to you. Nothing here was written by hand.
The sample transcript is one click away on the tool page. Free, no account.
1 · The document
A BRD you could send
Sixteen sections, MoSCoW-prioritised, grounded only in what was actually said — no invented figures, no invented dates. This is an extract.
1. Executive Summary
The Customer Onboarding Portal replaces a manual, slow process (4–5 days average, up to 19 days for enterprise) with an automated system that provisions new customers within one hour of contract countersignature. Customers will be able to self-manage their users (invite, deactivate, change roles) without contacting Customer Success, and the system will enforce real-time licence seat limits via a live integration with the billing platform. A full audit trail supports the upcoming SOC 2 review. The target is production by the end of September.
4. Project Scope
4.1 In Scope
- Automated provisioning of customer accounts triggered by contract countersignature (CRM event).
- Self-service user management: customer administrators can invite, deactivate, and change user roles.
- Three user roles: admin, standard user, read-only.
- Real-time licence seat limit enforcement via live integration with the billing platform API.
- Audit logging of all user account changes (actor, timestamp, before/after values), including actions taken by internal staff.
- Failed provisioning detection and alerting to the Customer Success team, with the account left in a recoverable state.
4.2 Out of Scope
- SAML single sign-on (deferred beyond this release).
- Self-service for products beyond user management (e.g., billing or feature selection). Proposed exclusion — to confirm.
- Support for non-standard provisioning flows (e.g., multi-business-unit organisations) as automated processes. Proposed exclusion — to confirm.
6. Business Requirements
6.1 Functional Requirements
| ID | Requirement | Priority |
|---|---|---|
| FR-01 | The system shall provision a new customer account within one hour of a contract being countersigned (triggered by the CRM event), for standard single-business-unit organisations. | Must |
| FR-02 | A customer administrator shall be able to invite new users to their own organisation without contacting support. | Must |
| FR-06 | When a customer attempts to add a user and the new total would exceed their licence count (sourced from the billing platform in real time), the system shall present the limit at the moment of the request and prevent the addition. | Must |
| FR-07 | The system shall record an audit entry for every user account change, capturing the actor (internal staff or customer administrator), the timestamp, and the before/after values of the changed field(s). | Must |
| FR-08 | If a provisioning attempt fails, the system shall alert the Customer Success team and leave the account in a recoverable state (i.e., safe to retry, not half-created). | Must |
6.2 Non-Functional Requirements
| ID | Requirement | Category |
|---|---|---|
| NFR-01 | The system shall integrate directly with the billing platform API for real-time licence seat counts, replacing the current nightly export. | Integration |
7. Assumptions
- The CRM contract countersignature event is available as a reliable trigger (to be confirmed by Marta).
- The billing platform API supports querying live seat counts per customer; if it does not, the seat-limit requirement (FR-06) will need re-design against the nightly export.
- The Q3 SOC 2 review will require an audit log; the specific retention period will be confirmed with Legal.
8. Constraints
- Production deployment must be complete by the end of September (before Q4 renewal cycle).
- SAML single sign-on is excluded from this release due to effort.
- The viability of the billing platform API for live seat counts is unknown and must be assessed before design commitment.
2 · The project memory
Everything the meeting knew, kept
The same transcript also becomes structured rows. Every one carries an id, so the next meeting updates it in place rather than creating a second copy of the same fact.
Requirements
- REQ-001Provision account within one hour of contract countersignatureFunctional · Must
- REQ-002Customer admin self-service user managementFunctional · Must
- REQ-003Live licence seat count checkFunctional · Must
- REQ-004Audit trail for user account changesFunctional · Must
- REQ-005Alert on failed provisioningFunctional · Must
- REQ-006Responsive admin screensNon-functional · Should
Stakeholders
Pulled from who spoke and what they were answerable for.
STK-001Priya Raman
VP Customer Operations · Sponsor
STK-002Daniel Osei
Customer Success lead
STK-003Marta Kowalska
Engineering
STK-004Tom Fielding
Sales Engineering
STK-005Ana Ruiz
Business Analyst · Facilitating
Risks
Owned by a named stakeholder, with a mitigation attached.
RSK-001The billing platform API may not expose live seat counts, forcing the design back onto the nightly export.
High · Owner STK-003
Decisions
Recorded with the reason, because the reason is what gets forgotten.
DEC-001Integrate directly with the billing platform API rather than continue with the nightly export.
The portal needs the seat count at the moment of the request.
DEC-002SAML single sign-on is out of scope for this release.
A month of work on its own that blocks nothing for the customers actually churning.
DEC-003Account means the customer organisation; user means an individual login within it.
The room had been using "account" ambiguously to mean two different things.
Open questions
Nobody in the room could answer these, so they stay on the record.
OQ-001How long must audit logs be retained? What does the auditor require?
Owner STK-001 · to confirm with Legal
OQ-002What is a testable performance number for the admin screens being "fast"?
To be agreed before build
Boundary and glossary
What was ruled out, and the terms the room defined for itself.
OOS-001SAML single sign-on — deferred beyond this release
Out of scope
GLO-001Account — the customer organisation, not an individual login
Glossary
GLO-002User — an individual login within an account
Glossary
INT-001Billing platform — source of truth for licence counts
Integration
INT-002CRM — emits the contract countersignature event that triggers provisioning
Integration
3 · The part that argues back
What it read back to you
Inside a project, the review pass reads your own requirements and reports what is ambiguous, what contradicts an earlier meeting, and what the project implied but never wrote down.
- FND-001mediumon REQ-006
Performance target is unmeasurable
The requirement says the admin screens "should not feel slow", which is a subjective perception with no numeric threshold. A developer cannot know when this is satisfied, and a tester cannot objectively pass or fail it.
“it shouldn't feel slow”
This came out of a single meeting. Conflict detection needs two — it compares what was agreed in week one against what was agreed in week four, which is the kind of contradiction nobody notices in the room.
Try it on the same transcript, or on yours.
The sample is loaded with one click. Bring your own when you want to see it on a project you actually recognise.