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okay everyone thanks for joining um let's get started with the Q4 planning session. so first off I want to talk about where we are with revenue projections Sarah do you have those numbers pulled up? yeah so we're looking at about 2.8 million for Q3 which puts us about 12% ahead of Q2 but we're still tracking behind our annual target by about 15%. the enterprise segment is performing really well especially in healthcare and fintech but SMB is soft. Mike can you jump in on the product roadmap? sure so we've got three major releases planned for Q4. the first one is the new dashboard redesign which is about 70% complete the design team finished the prototypes last week and engineering is building out the components now. Jennifer's team is handling the frontend work and they're saying we should be in beta by mid-November. the second release is the API v3 which is a complete rewrite to improve performance. we're seeing some customers hit rate limits with the current version and the new architecture should handle 10x the throughput. that's targeting end of November but honestly I'm a little worried we might slip into December because we still need to do the security audit. the third thing is the mobile app which Sarah you wanted to talk about? yeah the iOS app is in TestFlight with about 300 external users right now and the feedback has been really positive. there's a few bugs around push notifications and the offline mode isn't working quite right but the core flows are solid. Android is about 4 weeks behind because we had to refactor some of the payment processing integration. we're using Stripe on iOS but had to switch to a different provider for Android due to some compliance issues in the EU markets. on the hiring front we have three open engineering roles that have been open for about 6 weeks now. we've interviewed 12 candidates but haven't found the right fit yet. I'm getting a little concerned about bandwidth especially with these three major releases coming up. might need to look at contractors to fill the gap. also the customer support team is underwater right now. ticket volume is up 40% from last quarter and average response time has gone from 4 hours to almost 12 hours. we need to either hire two more support reps or implement that AI chatbot solution we've been talking about. I got a demo from Intercom last week and their pricing is about 500 a month for our volume. on the infrastructure side we need to upgrade our database cluster before end of year. current setup is running at 75% capacity and we're starting to see some performance degradation during peak hours. the DevOps team is saying we need about 45k in additional AWS spend for Q4 to handle the scaling plus another 15k for the monitoring and security tools. last thing is the DataSync vendor contract expires at the end of next month and we still haven't finalized the renewal. their pricing went up 20% which is putting pressure on our margins. we might need to look at alternatives but that would mean a pretty significant integration effort. anyway I think that covers the main stuff let me know if anyone has questions...

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Q4 Planning Session

Date: October 28, 2025

Meeting Details

Type: Quarterly Planning Session

Participants:

  • - Sarah Chen, VP of Revenue & Operations
  • - Mike Rodriguez, Head of Product
  • - Jennifer Park, Engineering Manager
  • - DevOps Team Lead (referenced)

Summary

  • • Q3 revenue reached $2.8M (12% growth QoQ, 15% below annual target)
  • • Three major Q4 releases: Dashboard redesign, API v3, Mobile app
  • • Support team overwhelmed (40% increase in tickets, 12hr response time)
  • • Infrastructure needs $60K investment for scaling and monitoring
  • • Hiring challenges: 3 open roles, 6 weeks with no hires

Key Takeaways

Product & Engineering:

  • • Dashboard redesign 70% complete, beta by mid-November
  • • API v3 may slip to December due to security audit requirements
  • • iOS app in TestFlight (300 users), Android 4 weeks behind
  • • Payment provider switch needed for EU compliance

Operations:

  • • Database at 75% capacity, performance degradation during peaks
  • • DataSync contract renewal: 20% price increase impacting margins
  • • Support volume up 40%, need hiring or AI chatbot solution

Action Items

WHOWHATWHEN
JenniferComplete dashboard beta releaseNov 15
MikeSchedule API v3 security auditNov 1
SarahFinalize DataSync renewal or alternativesOct 31
SarahDecision on support hiring vs AI chatbotNov 5
DevOpsPresent database scaling proposalNov 8

Open Questions

  • • Should we prioritize contractor hiring to meet Q4 release deadlines?
  • • What's the contingency plan if API v3 slips into December?
  • • Can we negotiate DataSync pricing or need vendor switch timeline?

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