Collaboration Polling and Recording

Overview#

During a fast-moving incident coordination call, a command group needs to reach a decision on resource allocation and have that decision documented in a way that will hold up to supervisory review. Informal chat messages are not enough. The Polling and Recording module provides the tools to capture that decision cleanly: a live poll records the positions of all participants, the meeting is recorded, and the transcript links directly to the decision point so any reviewer can reconstruct exactly what was discussed, who voted how, and what the outcome was.

This module is built for war rooms, command groups, incident response teams, and executive coordination environments operating under time pressure. It combines live polls, recording workflows, searchable transcripts, and meeting artefacts into a coherent record of who decided what, when it was discussed, and how the group reached its conclusion. Integration with the broader collaboration platform means recordings and polls surface in the right workspace, tied to the relevant incident or operation rather than scattered across a file share.

Key Features#

• Live Polling: Run structured polls during meetings or room-based coordination sessions to capture clear decision positions in real time, with results timestamped and attributed to the session.
• Operational Recording: Record calls, coordination sessions, and review meetings for later replay, audit, and training. Recordings are stored within the relevant workspace, scoped to the organisation.
• Transcript-Linked Review: Navigate from a recording to the exact transcript segment, decision point, and follow-up action without manual reconstruction or rewatching the entire session.
• Room and Context Association: Recordings and polls are preserved in the correct workspace so teams can find the history belonging to a specific incident or operation.
• Searchable Meeting Evidence: Find prior discussions by topic, participant, transcript content, or decision theme using full-text search across all meeting artefacts.
• Review and Approval Support: Recordings and poll outcomes serve as supporting evidence during after-action review, compliance review, or supervisory oversight, with timestamps and participant attribution.
• Cross-Channel Continuity: Decisions stay aligned across chat, meetings, polls, and follow-up tasks, preventing context from scattering across separate tools.

Use Cases#

War Room Decision Capture#

Record live command-room decisions and preserve the supporting discussion for later review. When leadership asks how a particular course of action was chosen, the answer is in the transcript and the poll results, not dependent on anyone's memory.

Incident Review and Learning#

Replay key moments from coordination sessions to improve procedures and training. After-action review teams can step through a recording chapter by chapter, linked to the corresponding transcript and any decisions captured by polls.

Supervisory Oversight#

Use poll outcomes and meeting records to validate that critical decisions were documented clearly and that the appropriate people were involved. In regulated or accredited environments, this matters for audit and governance purposes.

Distributed Team Coordination#

Give remote participants and observers who joined late a searchable record of decisions and discussion context, so they can catch up without requiring a verbal debrief from a colleague.

Integration#

• Real-time messaging, meetings, and room-based collaboration
• Transcription, search, and action-management services
• Command, incident, and review workflows
• Audit, retention, and governance controls

Open Standards#

• RFC 6455 (WebSocket Protocol): Real-time delivery of polls, vote tallies, transcript segments, and presence events all flow over persistent WebSocket connections with a heartbeat/heartbeat_ack exchange that follows the RFC 6455 framing model.
• GraphQL (June 2018 Specification): All collaboration queries and mutations, including poll creation and closure, transcript retrieval, and recording metadata, are exposed through a Strawberry-based GraphQL API with typed inputs and permission classes.
• WebM (W3C Media Container): Meeting recordings are uploaded as chunked video/webm or audio/webm binary blobs, assembled and stored under the W3C WebM open container format, with SHA-256 checksum verification at each chunk boundary.
• RFC 7519 (JSON Web Token): Every API endpoint and WebSocket upgrade is gated by RS256-signed JWTs verified against a JWKS endpoint; short-lived signed tokens are additionally issued for time-bounded access to recording and transcript media URLs.
• ISO 8601: Poll creation and closure times, vote timestamps, recording upload times, and transcript segment timecodes are all stored and returned as UTC ISO 8601 datetime strings, ensuring unambiguous temporal ordering across distributed participants.
• JSON (RFC 8259): All WebSocket message payloads, poll option structures, activity audit log entries, and REST request and response bodies are serialised as JSON, including JSONB storage for flexible per-event metadata in PostgreSQL.
• Yjs CRDT Protocol: Collaborative documents associated with the same war room workspace use Yjs-compatible binary delta updates, enabling conflict-free concurrent editing for operators who contribute notes or annotations alongside a live recording session.

Last Reviewed: 2026-03-25 Last Updated: 2026-04-14