SOW - Huddle Surety Beta Program
Prepared For: xxx
SOW Version: Draft
1. Overview
Section titled “1. Overview”Huddle is seeking early adopter agency partners to participate in the Huddle Beta Program. This program is designed to give participating agencies early access to Huddle’s platform while creating a structured opportunity to evaluate the operational impact of AI and automation within participating agencies. The program will last for two (2) weeks and will require participating agencies to upload client-facing bond request information into our platform, while evaluating generated responses and quality assurance tools.
Through participation in the Beta Program, agencies will be able to:
- Access Huddle’s core platform features before general release
- Provide feedback that directly influences Huddle’s product roadmap
- Explore potential custom workflows and integration opportunities
- Measure the quantifiable impact of AI and automation on internal agency operations
Each participating agency is expected to include:
- At least one (1) producer
- Up to three (3) account managers or equivalent staff
2. System Description
Section titled “2. System Description”During the Beta Program, participating agencies will receive access to key Huddle platform components designed to support the intake, review, routing, and management of bond requests. These tools are intended to help agencies streamline workflows, improve visibility into incoming requests, and evaluate how AI and automation can support day-to-day surety operations.
Huddle AI Portal
Section titled “Huddle AI Portal”A customer-facing portal that enables client accounts to submit RFPs, project specifications, contracts, and related documents. Huddle’s AI-based system then analyzes submitted materials to automatically generate bond requests.
Request Inbox
Section titled “Request Inbox”A centralized inbox where agency teams receive incoming bond request notifications, review generated requests, and perform quality assurance before further processing.
Bond Request Routing
Section titled “Bond Request Routing”Administrative tools that allow agencies to assign client accounts and their subsequent bond requests to specific staff members, producers, account teams, or designated managers.
Huddle Highlight
Section titled “Huddle Highlight”A source-highlighting feature available within both the AI Portal and Request Inbox that helps users trace extracted data back to the original submitted documents for faster review and verification.
While parts of our system are designed to be client-facing, all features will exclusively be used internally by agencies and should not be distributed to clients, customers, or any additional third-parties. Only agencies are to upload documents into the Huddle portal and track the process of the bond request and processing as this beta program is limited to internal agency use.
3. Timeline
Section titled “3. Timeline”| Week(s) | Activities |
|---|---|
| Pre-Program (April 13th - 17th) |
Onboarding session with the participating agency prior to program kickoff, including account setup, user configuration, benchmarking, and platform walkthrough. Scheduling of 1-hour onboarding sessions with participating team members will be determined based on agency availability. |
| Weeks 1-2 (April 20th - May 1st) |
Active program period, including ongoing platform use and weekly feedback and status check-ins with the agency team. |
| End of Program | Program survey and KPI evaluation report. |
| Post-Program (May 13th) |
Delivery of final program report summarizing KPI findings, participation, feedback themes, and recommended next steps. |
Dates and timelines are tentative
4. Onboarding
Section titled “4. Onboarding”Onboarding will begin prior to the official program start date. During this period, Huddle will work with participating agencies to complete account configuration, establish user access for producers and staff, and provide a live walkthrough of the platform and key workflows. Huddle will also make time to address questions from agency staff and client participants as needed.
Prior to the program start date, participating agencies are required to schedule a one (1) hour onboarding session and ensure participating team members are present. The goal of onboarding is to ensure that all participants are properly set up, informed, and prepared to begin using the platform at the start of the program term. We will also provide additional video guides to be used at any point during the beta program as questions arise.
5. Support
Section titled “5. Support”Throughout the Beta Program, Huddle will provide operational support to help participants use the platform effectively. Support will be available by phone or email for workflow questions, troubleshooting, and general issue resolution.
Participants should share any bugs, technical errors, or usability concerns they encounter during the program. Doing so will help improve our services during production release. Because this is a beta offering, some features may still be evolving, and users may occasionally experience defects or interruptions. Huddle will review reported issues, keep participants informed where helpful, and work to address significant issues during the program period.
Support Contact information:
- Email: hunter@huddlesurety.co
- Phone #: 951-235-6939
6. Measurement of Key Performance Indicators
Section titled “6. Measurement of Key Performance Indicators”A key goal of the Beta Program is to understand the measurable operational impact of using the Huddle platform. Before or at the start of the program, Huddle will work with each participating agency to establish a baseline for comparison so that performance during the program can be evaluated against existing workflows.
During the program, Huddle aims to track, but is not limited to, key performance indicators such as bond request completion time, request processing accuracy, intake and review time, volume of bond requests processed, and manual changes made to bond forms. These insights will help Huddle and participating agencies understand key metrics across efficiency, turnaround time, and process consistency over the course of the program, as further summarized in Section 8.
7. Feedback
Section titled “7. Feedback”Feedback is an important part of the Beta Program and will help shape future improvements to the Huddle platform. Participating agencies will be encouraged to share ongoing input throughout the program so Huddle can better understand the user experience, identify opportunities for improvement, and prioritize future enhancements. Feedback shared during the Beta Program will be for the purposes of developing new features and improving our current services.
Weekly feedback sessions may cover topics such as overall usability, the accuracy and completeness of generated request information, the efficiency of intake and review workflows, the effectiveness of routing and assignment features, and the clarity of source highlighting. These conversations may also include discussion of pain points, missing functionality, feature requests, customer adoption opportunities, and potential integration or customization needs.
Feedback may be gathered through live meetings, written notes, surveys, or follow-up communications during the course of the program. All information shared by agencies with Huddle may be used for future product development purposes.
8. Wrap-Up and Final Reporting
Section titled “8. Wrap-Up and Final Reporting”At the end of the Beta Program, Huddle will provide a summary of program outcomes and key findings. This report is intended to give participating agencies a clear view of how the platform was used during the program and what impact it may have had on workflow efficiency and consistency.
The summary may include metrics such as the total number of bond requests processed, estimated time savings, accuracy observations, workflow improvement trends, and staff and client participation levels. It may also highlight common feedback themes, recommended product enhancements, and future improvements Huddle plans to make based on participant input. Huddle may also schedule a final wrap-up meeting to review the results, discuss lessons learned, and explore potential opportunities for continued collaboration after the Beta Program concludes.
9. Participant Responsibilities
Section titled “9. Participant Responsibilities”To support the success of the Beta Program, participating agencies should identify the producers and staff to participate, ensuring their availability for onboarding, training, and scheduled feedback sessions. Agencies are also encouraged to use the platform actively during the program for Huddle to gather meaningful insights on workflow impact, usability, and overall performance. Finally, agencies are responsible for maintaining all client-confidentiality with regards to any client materials that are used during the Beta Program.
Participants will be asked to share honest feedback throughout the program, including any bugs, errors, or workflow challenges they encounter. While Huddle is designed to support and streamline the bond request process, agencies will continue to manage their normal internal review processes and make final decisions regarding bond-related submissions and client service activities.