Begin of the insertion**As a** meeting participantEnd of the insertion Begin of the deletion **As** a \[enter role of user\]End of the deletion
**I Begin of the insertionwant** to manage a series backlog from within an individual meeting that belongs to a seriesEnd of the insertion Begin of the deletion want to** \[enter objective\]End of the deletion
**so that** Begin of the insertionI can capture, maintain, and reuse agenda topics and work packages across all occurrences of that series.End of the insertion Begin of the deletion \[enter desired result\]End of the deletion

Begin of the insertion### Acceptance CriteriaEnd of the insertion Begin of the deletion **Acceptance criteria**End of the deletion

* Begin of the insertion**Availability & scope**

End of the insertion Begin of the deletion <br>


**Technical notes**

End of the deletion * Begin of the insertionThe **Backlog** tab is shown **only** for meetings that are **occurrences of a series**.

End of the insertion Begin of the deletion <br>


**Permissions and visibility considerations**

End of the deletion * Begin of the insertionThe backlogEnd of the insertion Begin of the deletion _To whomEnd of the deletion is Begin of the insertion**not** shown for:

End of the insertion Begin of the deletion this feature visible?_

End of the deletion * Begin of the insertionOne-time meetings

* The series template (the template used to generate occurrences)

* The backlog contentEnd of the insertion Begin of the deletion _WhenEnd of the deletion is Begin of the insertion**shared across all occurrences** of the same series.

* When a user adds/edits/deletes an item in one occurrence,End of the insertion it Begin of the insertionis reflected in the backlog of all other occurrences of the same series.

End of the insertion Begin of the deletion not visible?_


**Translation considerations**

End of the deletion * Begin of the insertion**Placement in UI (mobile)**

* In meeting details, the tab bar includes: Agenda, **Backlog**, Details, ParticipantsEnd of the insertion Begin of the deletion _Key termsEnd of the deletion and Begin of the insertionAttachments.

* The Backlog tab shows:

* A header indicating the scope, e.g. **“Series backlog”**

* Helper text explaining sharing, e.g. “Shared across all occurrences of this series.”

* **Empty state**

* If the backlog has no items, show an empty state with:

* Message indicating there are no backlog items yet

* A primary action to add an item (same as the “Add” flow)

* **Listing behavior**

* The backlog list displays backlog itemsEnd of the insertion Begin of the deletion phrasesEnd of the deletion in Begin of the insertiona consistent order:

* Default: sort by **Last edited descending**

* Each backlog row showsEnd of the insertion the Begin of the insertionsame as in the Agena tab:

* Title (or Work package title)

* In the caseEnd of the insertion Begin of the deletion key languages_&nbsp;


**OutEnd of the deletion of Begin of the insertionwork packages; type, ID and status

* Optional: presenter avatar/name if present and duration

* An overflow menu trigger (e.g. `…`) per item

* **Add item flow**

* The Backlog tab has a visible **Add** button.

* Tapping **Add** opens a menu with exactly:

* **Agenda item**

* **Work package**

* Selecting **Agenda item** opens an “Add agenda item” modal with fields:

* Title (required)

* Duration (optional, numeric)

* Presenter (optional, person picker)

* Notes (optional, multi-line)

* Actions: **Cancel** and **Create**

* Selecting **Work package** opens an “Add work package” modal with fields:

* Work package (required, work package picker/search)

* Duration (optional, numeric)

* Presenter (optional, person picker)

* Notes (optional, multi-line)

* Actions: **Cancel** and **Create**

* The **Create** action is disabled until required fields are valid.

* On successful creation:

* The modal closes

* The new item appears in the backlog list

* **Item actions**

* Each backlog item exposes an overflow menu with actions:

* **Edit**

* **Share**

* **Move to current meeting**

* **Delete**

* Actions shown depend on permissions:

* Users without edit permission do not see **Edit**, **Move to current meeting**, or **Delete**

* **Edit action**

* Tapping **Edit** opens an edit modal with the same fields as creation for that item type:

* Agenda item: Title, Duration, Presenter, Notes

* Work package item: Work package (see constraint below), Duration, Presenter, Notes

* Required fields must remain valid.

* Saving updates the backlog item for the series and updates the list immediately.

* **Share action**

* Tapping **Share** opens the platform share sheet.

* **Move to current meeting action**

* Tapping **Move to current meeting** creates a corresponding item in the **current meeting’s agenda** (the occurrence the user is viewing), preserving:

* Title / Work package reference

* Duration (if present)

* Presenter (if present)

* Notes (if present)

* Removes the item from the **series backlog**.

* After successful move:

* The backlog list updates (item disappears)

* The current meeting Agenda reflects the new agenda entry

* If the current meeting agenda is read-only (permissions or status closed):

* The action is hidden

* **Delete action**

* Tapping **Delete** requires confirmation (to prevent accidental deletion).

* On confirm, the backlog item is deleted from the series backlog and disappears from all occurrences’ backlog views.

* **Validation &amp; error handling**

* If any action fails (network/server), show an error message and preserve user input where applicable.

* If the meeting’s series association cannot be resolved (e.g., missing `meetingSeriesId`), the backlog tab is hidden and backlog actions are unavailable.


### Technical NotesEnd of the insertion Begin of the deletion scope**End of the deletion

* Begin of the insertion**Assumptions**

* Meetings that “belong to a series” have an immutable reference to a **series entity** (e.g., `meetingSeriesId`).

* The current meeting has an agenda collection to which items canEnd of the insertion Begin of the deletion <br>


_Set the_ **ToEnd of the deletion be Begin of the insertionadded (occurrence-level).

* **Data model**

* Series backlog items are stored at the series scope:

* `SeriesBacklogItem { id, meetingSeriesId, type, title?, workPackageId?, durationMinutes?, presenterId?, notes?, createdAt, createdBy, updatedAt, updatedBy }`

* Meeting agenda items are stored at the occurrence scope:

* `MeetingAgendaItem { id, meetingId, type, title?, workPackageId?, durationMinutes?, presenterId?, notes?, position?, ... }`

* **Move semantics**

* “MoveEnd of the insertion Begin of the deletion informed/consulted teams** _fieldEnd of the deletion to Begin of the insertioncurrent meeting” must be an atomic operationEnd of the insertion Begin of the deletion include all teams necessaryEnd of the deletion to Begin of the insertionprevent duplicates:

* Preferred: a single backend command that creates agenda item + deletes backlog item in one transaction.

* If not possible, implement idempotency keys to avoid double-creation on retries.

* **API (illustrative)**

* Backlog:

* `GET /meeting_series/{id}/backlog_items`

* `POST /meeting_series/{id}/backlog_items`

* `PATCH /meeting_series/{id}/backlog_items/{itemId}`

* `DELETE /meeting_series/{id}/backlog_items/{itemId}`

* Move:

* `POST /meetings/{meetingId}/backlog_items/{itemId}/move_to_agenda`

* Body optional: `{ position?: ..., }`

* **Sharing / deep links**

* If the product supports deep links:

* Provide a stable URL like: `.../meeting-series/{id}/backlog?item={itemId}`

* Or a backlog item URL: `.../backlog-items/{itemId}`

* Ensure permission checks are enforced when opening links.

* **Permissions**

* Backlog permissions shouldEnd of the insertion be Begin of the insertionevaluated at the series level:

* `canViewSeriesBacklog`

* `canEditSeriesBacklog` (create/edit/delete/move)

* `canShareSeriesBacklogItem` (if separate)

* Move additionally requires permission to edit the target meeting’s agenda:

* `canEditMeetingAgenda(meetingId)`

* **UI state &amp; caching**

* Optimistic updates are acceptable for:

* Edit

* Delete

* Move

* On failure, roll back local state and show error.

* **Risks / edge cases**

* Concurrency: two users moving/deleting the same backlog item simultaneously

* Backend should return a clear error (404/409) and UI should refresh the list.

* Work package access:

* A user may see a backlog item but not have access to the referenced work package details.

* Define display fallback for restricted WP (e.g. “Restricted work package”).

* ShareEnd of the insertion Begin of the deletion informedEnd of the deletion of Begin of the insertionrestricted items:

* Avoid leaking sensitive info via share payload if user can’t share externally.


### Permissions and Visibility Considerations

* **Visibility**

* Backlog tab visible only when:

* Meeting is a series occurrence

* User can viewEnd of the insertion the Begin of the insertionmeeting

* **Action availability**

* Edit / Delete / Move to current meeting require:

* Permission to edit series backlog

* Move additionally requires permission to edit the current meeting agenda


### Translation Considerations

* Localize:

* “Series backlog”, helper text, empty state

* Action labels: “Edit”, “Share”, “Move to current meeting”, “Delete”

* Confirmation dialog text for delete and (optionally) move

* Error messages

* Do NOT translate:

* Work package IDs

* Internal identifiers (`meetingSeriesId`, `workPackageId`, `itemId`)

* URLs and deep-link parameters


### Out of Scope

* Reordering backlog items (manual drag-and-drop priority)

* Bulk selection and bulk actions

* Moving backlog items to a different occurrence than the current meeting (e.g., “move to…” picker)

* Recurring automation rules (e.g., auto-add backlog items to each occurrence)

* Advanced sharing configuration UI (permissions management UI)End of the insertion Begin of the deletion changes._End of the deletion