🔗 ALIGN MODE

Align Mode helps your team discuss, refine, and align on work items before assigning or executing them. It’s designed for asynchronous collaboration so your team can move work forward with shared clarity.

Work items Quely supports: Jira Discovery and Projects items, confluence docs, and topics

1. Starting a Session

• Click on “Start a Session.”
• Give your session a clear, descriptive name (for example, Q4 Campaign Alignment or Sprint 12 Planning).

2. Hosting the Session

• Click the three dots (⋯) beside your session name.
• Select “Host session.”
• This opens the Lobby Page, where you can prepare your discussion items.

3. Adding Items to the Lobby

In the Lobby, you can add items such as:

• JIRA tickets – for feature work or bugs
• Confluence documents – for proposals or specifications
• Discussion topics – for general alignment
• Grouped items – to cluster related work

Then:

• Select the relevant JIRA project
• Pick the items you want to discuss
• Click Import to add them to your session

4. Joining the Session

Once all items are added, click “Join Session.”
You’ll enter Align Mode, the main collaboration space.

5. Key Features

Invite Members

• Click Invite and add participants.
• Invite team members, external collaborators, or Slack users.

Timers

• Use the timers set a time frame for any goals and activities.
• Use the reminders to alarm the team

Editable Title and Description

• Click on the title or description of a JIRA-linked item to edit directly in Quely.
• Changes automatically sync with JIRA.

Attachments and Relationships

• Click on an item to view its linked files, references, or dependencies.
• These are non-editable to preserve source accuracy.

Tools Panel

Use built-in tools for structured collaboration:

• Estimation – use to assign story points or effort levels
• Diagram – use to visualize dependencies or workflows
• Docs – use to create an artifact within the agenda item itself

Bottom Toolbar

• Agenda list with filters by assignee or status
• Calendar view for upcoming and past sessions
• Option to switch agenda items seamlessly during discussion

Input Area

• Start a thread for conversation on any item
• Use AI-suggested questions for discussion prompts
• Add emojis, file attachments, or voice memos

✅ ASSIGN MODE

Assign Mode allows your team to efficiently assign tasks to the right people, ensuring accountability and clarity after discussions in Align Mode.

Getting Started

1. Switch to Assign Mode

After completing your Align Mode session, switch to Assign Mode. All items from Align Mode appear in a top-level list view - no need to open individual items.

2. View Items to Assign

• See all items at a glance with context like item ID, title and status.
• All the unassigned items exist in the unassigned swimlane.

3. Assign Tasks

• Assign items directly from the swimlane.
• You can keep changing the assignee to multiple people to a task if needed.
• Items can remain unassigned if they require further discussion.

4. Set Capacity, Estimations, and Bandwidth

• Assign **or **ask the team members to set their capacity on top of the swimlane.
• Add estimations to track effort per task, even after it was done in align and is assigned.
• Add planned hours to be spent on a task.

5. Manage Status & Move Items

• See each assignee’s workload at a glance.
• Reassign or move items directly from the list view.
• Change status as and when required, this is synced with JIRA.
• Adjust hours or deadlines dynamically if priorities change.

6. Summary

• View the overall assignment and assignee summary based from the top left summary section.
• You can review overdue, total available and assigned hours.
• You can also view bandwidth of your team.
• Review the status of your team’s bandwidth based on the analysis of their capacity and total items assigned to them.

🧠 RIGHT SIDEBAR

• Empower teams with a live, intelligent assistant and knowledge section that surfaces insights, connects context, and helps decisions happen faster - all without leaving the workspace.
• Allows communications including threads and replies with options to upvote and resolve/unresolv and also pin a thread.

Threads

Use Threads to collaborate asynchronously with your team — just like a focused discussion board for each topic or item.
You can:

• Ask questions, share updates, or clarify details
• Tag relevant team members to get their input
• Schedule meetings or follow-ups directly from the thread
• Keep all context and decisions linked to the story or session
• Send voice memos with transcripts
• Use emoticons for engagement
• Add attachments for references

Assistant

Your AI-powered partner for context, actions, and decisions.
You can:

• Ask questions about ongoing work, story context, or meeting discussions
• Get summaries of threads or insights from recent sessions
• Identify potential action items from agenda discussions
• Check or update Jira items (status, relationships, descriptions, etc.)
• Create or edit Jira tickets directly from the assistant
• Search connected knowledge bases or the web
• Turn found insights into reusable knowledge with one click

Knowledge

The central hub for all validated and learned information - where insights become action-ready knowledge.
You can:

• View all confirmed insights gathered from Quely sessions and the Meeting Bot
• Validate, edit, or remove knowledge items
• Trace the origin of each insight (who confirmed it, when, from which session)
• Reuse this knowledge in future sessions via the Assistant

Overall our right sidebar helps with:

1. Chat-Like Interface

Real-time thread where Quely interacts with users.

Message types include:

• Insights (detected patterns, blockers, opportunities)
• Actions (next steps, follow-ups, quick fixes)
• Knowledge Suggestions (from past sessions)

2. Knowledge Validation such as:

• Confirm as knowledge
• Dismiss irrelevant suggestions
• Edit details before saving

Once validated, items become part of session memory - fully traceable and reusable.

3. Insight Surfacing

Quely proactively surfaces insights when it detects:

• Repeated mentions of the same issue (e.g., “3 mentions of bug QL-456”)
• Stale or stuck items (e.g., “This ticket hasn’t been updated in 5 days”)
• Related topics across conversations or sessions
• Decision moments or blockers during discussions

4. Memory

• All validated knowledge becomes part of your team’s growing memory

Memory is:

• Session-aware (knows the context it came from)
• Searchable (via assistant or tab)
• Reusable by AI to offer smarter suggestions next time

📈 Analytics Page Overview

Purpose

Track team performance, delivery trends, and predictability — all in one place.

The Analytics page gives teams a real-time snapshot of how work is progressing within a session.

Page Structure

1. Analytics Report

• Displays the session name and high-level summary.
• Lets you filter results for specific sessions and assignees.

2. Select Item-State Definitions

• You’ll see a list of available workflow states from your workspace (e.g., Ready for Design, In Review, Done, QA Stage, etc.*).
• For each of the three key categories below, select the states that match your team’s process:

1. Session Summary Metrics

2. Core Delivery: Output & Predictability

Measure how consistently your team delivers work and how predictable your planning is.
This section highlights the core performance metrics that reflect delivery speed, reliability, and alignment with planned goals.

1. Velocity

Definition: Total story points completed in the current session.
What It Shows: Cumulative: 27 pts completed so far.
Why It Matters:

• Indicates the team’s overall delivery capacity per iteration or session.
• Helps in forecasting future sprint commitments.

2. Daily Throughput

Definition: Number of items completed per day.
What It Shows:

• Cumulative: 11 items completed.

Why It Matters:

• Tracks daily output trends.
• Reveals productivity fluctuations and potential blockers.

3. Daily Planned vs. Completed

Definition: Measures how much of the planned work has been completed.
What It Shows:

• On track for 84% completion.

Why It Matters:

• Reflects planning accuracy and execution reliability.
• A gap between planned and completed work can indicate scope creep or capacity overestimation.

4. Daily Commitment Reliability

Definition: Percentage of work completed versus what was committed at the start.
What It Shows:

• Current reliability: 84%.

Why It Matters:

• Demonstrates how reliably the team delivers on its promises.
• Helps identify patterns of overcommitment or scope change.

5. Daily Carryover Risk

Definition: Probability that incomplete work will roll into the next session.
What It Shows:

• Currently 16% risk.

Why It Matters:

• Helps spot potential spillover before the session ends.
• Reduces uncertainty by signaling which stories may need attention or reprioritization.

6. Iteration Burndown

Definition: Visual representation of remaining work versus time.
What It Shows:

• On track for completion.

Why It Matters:

• Tracks if the team is ahead, on track, or behind the session goal.
• Encourages proactive adjustments when progress trends deviate.

3. Flow & Efficiency: Optimizing the Workflow

Understand how efficiently work moves through your process — from start to completion.
This section of Quely Analytics helps teams identify bottlenecks, delays, and improvement opportunities by tracking time-based metrics like Cycle Time, Lead Time, and Flow Efficiency.

1. Cycle Time Distribution

Definition: Time taken from when work starts to when it’s completed.
What It Shows:

• Average duration for completed items (e.g., Avg. 24.5 days).
• Distribution across items to highlight variations in delivery speed.

Why It Matters:

• Reveals how long work typically stays “in progress.”
• Helps detect outliers or blockers that slow the team down.

2. Lead Time Distribution

Definition: Time from when an item is created (or requested) to when it’s completed.
What It Shows:

• Average total delivery time (e.g., Avg. 30.4 days).
• Includes both active work time and waiting time.

Why It Matters:

• Captures the end-to-end customer experience — not just internal execution.
• Helps identify upstream delays (e.g., refinement or review bottlenecks).

3. Work in Progress (WIP)

Definition: The number of items currently being worked on.
What It Shows:

• Current active items (e.g., 0).
• Remaining items (e.g., 1 remaining).
• Average time per item (Avg. 30.4 days/item).

Why It Matters:

• Too much WIP slows the team down — indicates context switching and flow breaks.
• Helps teams maintain a healthy balance of active work.

4. Flow Efficiency

Definition: Ratio of active work time to total elapsed time.
What It Shows:

• Current: 60% efficiency
• Active time: 200 days · Waiting time: 134 days

Why It Matters:

• Indicates how much time work spends actively progressing vs. waiting in queues.
• A higher percentage means smoother workflow and better team throughput.

5. Scope Change

Definition: Measures how the total work scope changes during the session or iteration.
Why It Matters:

• Tracks added or removed stories after planning starts.
• High scope change can signal unstable planning or shifting priorities.
• Helps maintain alignment between what was planned and what was actually delivered.

4. Team Health & Engagement

Monitor your team’s capacity, workload, and engagement to ensure sustainable delivery.
This section helps identify overloaded members, track available capacity, and celebrate contributors who drive progress — promoting both performance and balance.

1. Team Capacity Summary

Date Range: Pick a date range: 20 Oct – 1 Nov, 2025

2. Current Bandwidth Overview

Displays each team member’s workload, available capacity, and risk level.

3. Team Load Balance

• Visualization: Displays workload distribution across all team members.
• Goal: Achieve an even spread of work and avoid burnout.
• Use Case: Helps leads or PMs redistribute tasks before capacity issues impact delivery.

4. People Engagement Score

Tracks overall team participation and collaboration within sessions.

5. Champions Board

Celebrate individual contributions through transparent recognition.

• Highlights top contributors based on story points, upvotes, and message engagement.
• Displays recent achievements and participation metrics.
• Reinforces positive contribution behavior within the team.

Example Metrics:

🧩 Self-Assign Stories

Purpose

• Ensure fair and transparent story assignment.
• Reduce planning overhead - eliminate lengthy allocation meetings.
• Support asynchronous work and disconnected users.
• Enable second-chance assignment for skipped users.

How It Works

1. Session Start

• A host or facilitator initiates a self-assignment session.
• Developers are added to the session.
• Turn order is randomly assigned to ensure fairness.

2. Turn-Based Selection
Each developer gets to pick one item when it’s their turn.
During their turn, they can:

• Select a story and assign it to themselves.
• Opt out if no stories are suitable.
• Do nothing, which counts as a missed turn after timeout.

3. Timeout & Inactivity Handling
If a developer doesn’t respond in time:

• They are marked as skipped.
• Optionally moved to the end of the queue.

A grace period allows reclaiming their turn.
The host can assign stories manually if needed.

4. Late Joiners
Developers joining after the session starts are added to the end of the queue.

5. Recovery Phase
Once everyone has had a turn, any unassigned stories reopen for:

• Skipped users
• Disconnected users
• Late joiners

Assignments at this stage are first-come, first-served.

6. Session Close
The session ends when:

• All stories are assigned
• Everyone has opted out

A summary view shows final assignments.
Host needs to end the session

Edge Cases & Automatic Handling

“No Applicable Stories”

Developers may encounter situations where no stories are suitable or assignable.
This state can be:

• Automatically detected by the system, or
• Manually acknowledged by the developer.

Common reasons include:

• Stories outside the developer’s skill or scope.
• Dependencies not ready.
• Task conflicts or ownership limits.

Tips for Success

• Encourage developers to respond promptly when notified.
• Use opt-out instead of letting turns time out.
• Keep sessions short and focused.
• Allow reclaiming turns to maintain fairness.

🤖 Quely Meetings & Meeting Bot

The Quely Meeting Bot is an intelligent assistant that seamlessly integrates with your meetings to capture, summarize, and organize discussions. It enhances your team's productivity by ensuring that key insights and action items are never missed.

Key Features

1. Automated Meeting Participation

• The bot can be configured to automatically join scheduled meetings, ensuring consistent note-taking without manual intervention.
• For ad-hoc or unscheduled meetings, you can manually invite the bot to participate.

2. Real-Time Transcription

• The bot transcribes conversations in real-time, providing accurate and speaker-labeled transcripts.
• As discussions unfold, the bot generates live summaries, highlighting key points and decisions.

3. Integration with Quely Platform

• Meeting notes and action items are automatically synced with your Quely workspace.
• The bot links meeting discussions to relevant agenda items within Quely.

4. Knowledge Base Enhancement

• Validated insights and decisions are added to the team's knowledge base, ensuring they are accessible for future reference.

How to Use

1. Scheduling Meetings

• Via Quely: Schedule meetings directly within the Quely platform by tagging #meeting or through the bottom toolbar, ensuring the ‘record’ option is ticket and included in the invite. Incase you have forgotten to do so, you may go back and check the option again for the bot to join.

2. Post-Meeting

• Go back to the session and access the recording from the knowledge section in the right sidebar or the calendar in the bottom toolbar.
• Access the meeting transcript and summaries.
• Now you can convert action items into tasks or stories within Quely, assigning them to appropriate team members.

Updated on: 03/11/2025