1. Define the sharing boundary
Decide whether announcements and documents are visible to the company, a department, or a project. Distinguish permission to publish from permission to read.
FREE CLAUDE & CODEX PLUGIN TEMPLATE
Groupware and Collaboration System PRD Template
A real SOT-based Groupware and Collaboration System PRD template connecting organization, user, board, calendar, and collaboration-space registration, notice, document, calendar, task, participation, and read-history lookup, publishing, sharing, commenting, task assignment, notification, approval, and retention handling, notice reach, collaboration participation, task completion, response, and adoption reporting.
Guide updated:
View source on GitHub · MIT licensed
USE CASE
Who this template is for
Teams designing an internal operations system for employee and team leader handling internal notices, schedules, and collaboration work and groupware and workplace-transformation coordinator
CONTENTS
What the template includes
- Organization, user, board, calendar, and collaboration-space registration
- Notice, document, calendar, task, participation, and read-history lookup
- Publishing, sharing, commenting, task assignment, notification, approval, and retention handling
- Notice reach, collaboration participation, task completion, response, and adoption reporting
VIBESPEC VIEWER
See the plan in VibeSpec
Each screen is generated from the public SOT included with this template.
Open this screen in the live demo 
Open this screen in the live demo 
Open this screen in the live demo 
Open this screen in the live demo PRACTICAL GUIDE
How to use and adapt this Groupware and Collaboration System
This Groupware and Collaboration System connects organization, user, board, calendar, and collaboration-space registration, notice, document, calendar, task, participation, and read-history lookup, publishing, sharing, commenting, task assignment, notification, approval, and retention handling, and notice reach, collaboration participation, task completion, response, and adoption reporting in one SOT-based planning document. Use the complete HTML to review and share the plan, then adapt the SOT JSON with the VibeSpec plugin in Claude or Codex.
Worked example: hand over work when an employee changes teams
Use this proposed review exercise to add your organization's rules. It does not mean the template automatically processes employee transfers.
2. Separate old and new responsibilities
When an employee changes departments, decide who takes over unfinished work and what access the employee retains to previous documents. Review ownership and access together.
3. Make changes reviewable
Specify the history to retain when permissions or owners change and where operators review it. Ask VibeSpec to add the agreed acceptance criteria to the SOT, then review the result.
What this Groupware and Collaboration System actually includes
Organization, user, board, calendar, and collaboration-space registration
For organization, user, board, calendar, and collaboration-space registration, define the required context, classification rules, and duplicate or missing-data checks before work enters the operating queue.
Notice, document, calendar, task, participation, and read-history lookup
For notice, document, calendar, task, participation, and read-history lookup, keep status, owner, priority, and change history together so the team can find the complete operating context.
Publishing, sharing, commenting, task assignment, notification, approval, and retention handling
In publishing, sharing, commenting, task assignment, notification, approval, and retention handling, connect assignment, approval or rejection, exception handling, and completion confirmation as one accountable workflow.
Notice reach, collaboration participation, task completion, response, and adoption reporting
Use notice reach, collaboration participation, task completion, response, and adoption reporting to track due dates, bottlenecks, exceptions, and completion outcomes by team, period, and operating category.
Policy, access, and integration foundations
Set the role-based access, audit history, notifications, and external-system boundaries that Groupware and Collaboration System needs to operate safely.
Start in three steps, even without planning experience
1. Review the complete HTML with your team
The download opens in a browser without setup. Compare the PRD, feature specification, screen structure, and user flow with the work your team does today.
2. Name your operating rules
Write down real user roles, required data, approval rules, exceptions, and success metrics. Start with the core flow from organization, user, board, calendar, and collaboration-space registration through publishing, sharing, commenting, task assignment, notification, approval, and retention handling.
3. Give the SOT JSON to VibeSpec
Attach the SOT JSON in Claude or Codex with the VibeSpec plugin and describe the change in plain language. VibeSpec keeps requirements, features, screens, and user flows connected.
Adapt this Groupware and Collaboration System for your team
Rename terms and states first
Replace the template vocabulary, states, and classification with the terms your team uses. Keep organization, user, board, calendar, and collaboration-space registration and notice, document, calendar, task, participation, and read-history lookup consistent.
Make roles, approvals, and exceptions explicit
Define who registers, reviews, approves, processes, and confirms completion, plus the conditions that trigger rejection or reprocessing in publishing, sharing, commenting, task assignment, notification, approval, and retention handling.
Keep screens, metrics, and integrations connected
Decide what notice reach, collaboration participation, task completion, response, and adoption reporting should measure, then connect any SSO, messaging, or adjacent-system integration to the related screens and user flow.
Capabilities to add next
Automation and notifications
Create a separate Groupware and Collaboration System initiative for due-date alerts, owner assignment, approval reminders, and exception follow-up.
External-system integrations
Before connecting Groupware and Collaboration System to source data or adjacent systems, define synchronization cadence, failure handling, access boundaries, and audit records.
Operations analytics
Extend Groupware and Collaboration System with team, period, and category analysis plus action rules for deteriorating completion or service levels.
Prompts you can use with VibeSpec
Adapt it to our terminology and roles
Adapt this Groupware and Collaboration System for our team. Ask about our user roles, states, required fields, and approval steps first, then update the requirements, screens, and user flows together.Simplify it into an MVP
Reduce this Groupware and Collaboration System to an MVP that keeps organization, user, board, calendar, and collaboration-space registration, notice, document, calendar, task, participation, and read-history lookup, and publishing, sharing, commenting, task assignment, notification, approval, and retention handling. Move automation and external integrations into separate initiatives.Add operations automation
Create a separate initiative on top of this Groupware and Collaboration System for due-date alerts and automatic owner assignment. Keep the connection to the existing screens and user flow.Groupware and Collaboration System FAQ
Can I use this template without development experience?
Yes. The complete HTML opens in a browser for review and sharing. To adapt the plan, attach the SOT JSON to Claude or Codex with the VibeSpec plugin and describe the change in plain language.
What is included in this planning template?
It includes organization, user, board, calendar, and collaboration-space registration, notice, document, calendar, task, participation, and read-history lookup, publishing, sharing, commenting, task assignment, notification, approval, and retention handling, and notice reach, collaboration participation, task completion, response, and adoption reporting, plus foundations for access, audit history, notifications, and integrations.
What is the difference between the HTML and SOT JSON downloads?
The HTML is a complete planning document for reading and sharing. The SOT JSON is source data that VibeSpec can update while keeping requirements, features, screens, and user flows connected.
How should I add a new capability?
For a discrete capability such as automation, integration, or additional analytics, create and review a separate initiative before changing the product plan broadly.
WORKFLOW
Use it with VibeSpec
- Open the complete HTML file to review or share it immediately.
- Download the SOT JSON and load it in the VibeSpec viewer.
- Adapt the features, screens, and flows for your team.