**As** a project members
**I want to** build meeting agendas, add invitees and document important information and decisions
**so that** our meetings are more efficient and key information is documented and easy to find.

### Note

These define the functional scope (the what) of the feature and do not yet go into the specifics of _how_ different parts will be implemented. Once this feature is set to specified, UX and Front-end will co-create the UI/UX of the feature using existing Primer ViewComponents as much as possible.

### Acceptance criteria

A new Meetings module (based on Primer) will replace the existing one:

* A meeting consists of meeting details, agenda items and invitees.
* Meeting details are:
* Title of the meeting (required)
* Mode (see below, required)
* Date (required)
* Time (eg. 1 PM – 3 PM, optional)
* Duration (manually set or derived from the time field)
* Duration is in red if the set duration is longer than the sum of the duration of agenda items
* Place or Link (optional)
* Invitees can have one of two roles: moderator or participant. Everyone else in the project who is not a moderator or participant is a viewer.
* A meeting can be in one of Begin of the insertionfourEnd of the insertion Begin of the deletion threeEnd of the deletion modes:
* Begin of the insertion**Draft agenda**End of the insertion Begin of the deletion **Preparation**End of the deletion (default for new meetings):
* Moderators can edit and modify meetings details, add invitees and construct the meeting agenda by adding agenda items. They can also rearrange agenda items by dragging them up or down.
* Participants can Begin of the insertiononly add or modify their own agenda items.End of the insertion Begin of the deletion view the current state of the agenda, but cannot interact.End of the deletion
* Viewers Begin of the insertion(non invitees)End of the insertion cannot see the meeting Begin of the insertionyet (?)End of the insertion Begin of the deletion yet.End of the deletion
* Begin of the insertion**Finalised agenda**:End of the insertion Begin of the deletion **Ready**:End of the deletion a moderator sets the mode to Begin of the insertionfinalised to lockEnd of the insertion Begin of the deletion Ready onceEnd of the deletion the Begin of the deletion meetingEnd of the deletion agenda Begin of the insertionbefore a meeting.End of the insertion Begin of the deletion is more or less finalised. This is the mode when the meeting takes place.End of the deletion
* Moderators can Begin of the insertionchange state to draft to changeEnd of the insertion Begin of the deletion modifyEnd of the deletion the Begin of the insertionactual agenda; participants cannot do this.
* Moderators can changeEnd of the insertion meeting Begin of the insertiondetails (name, time, date...) and add/remove invitees.End of the insertion Begin of the deletion as before even in this state.End of the deletion
* Participants can Begin of the deletion view the agenda items, but can alsoEnd of the deletion add Begin of the insertion(but not remove?) invitees.End of the insertion Begin of the deletion invitees and add additional information and decisions to meeting agendas (see below).End of the deletion
* Viewers can now view the meeting in read-only mode.
* Begin of the insertion**Meeting in Progress**:End of the insertion Begin of the deletion **Review**:End of the deletion a moderator sets the mode to Begin of the insertionIn Progress whenEnd of the insertion Begin of the deletion Review onceEnd of the deletion the meeting Begin of the insertionactually takes place.End of the insertion Begin of the deletion is over. It can then exists in a read-only state.End of the deletion
* Moderators can Begin of the insertiononce again modify agenda items own items and add/remove additional itemsEnd of the insertion Begin of the deletion change the modeEnd of the deletion to Begin of the insertionagenda items (clarificatoin need or decision).End of the insertion Begin of the deletion Ready if they want to change anything.End of the deletion
* Participants can Begin of the insertiononly modify or add/remove additional items to their _own_ items.End of the insertion Begin of the deletion view only.End of the deletion
* Viewers can view only.
* **Sections** Begin of the deletion
* tbdEnd of the deletion
* **Agenda items:**
* Meetings consist of agenda Begin of the insertionitems.End of the insertion Begin of the deletion items:End of the deletion
* At Begin of the insertiontheirEnd of the insertion Begin of the deletion itsEnd of the deletion most basic, agenda items have:
* Title (required)
* Responsible (optional)
* Duration (optional)
* Moderators and Participants may add additional elements:
* Additional information (text area)
* Begin of the insertionClarificationEnd of the insertion Begin of the deletion DecisionEnd of the deletion (text field; this can be a Begin of the insertionclarificationEnd of the insertion Begin of the deletion decisionEnd of the deletion need or a decision taken)
* The meeting title can also be replaced with a work package:
* Typing "#" on the title turns it into a search bar, and typing keywords displays results in a drop Begin of the insertionmodal.
* \[open\] There's perhaps a visual way of doing this (a dropdown?).End of the insertion Begin of the deletion modalEnd of the deletion
* The user can select the corresponding work package
* The title is now replaced with the work package details (id, Subject, type, status).
* _\[open\] Clicking on the work package opens the work package in a split screen._
* To go back to title, the user has to remove the work package.
* Other agenda elements (duration, responsible, additional information, decision) are unrelated to the work package.
* Agenda items have two states, display and edit:
* In display state, agenda details cannot be edited but moderators can drag them up and down to to change the order (mode allowing).
* In edit state, these fields are visible:
* Title (text field, typing # turns it into a search field)
* Duration in minutes (integer)
* Responsible (user search)
* Buttons to add additional elements, and a remove button once each is added:
* Additional information
* Decision
* Save button.
* Agenda items have hover actions, depending on state:
* Begin of the insertionDragEnd of the insertion Begin of the deletion Preparation: Moderators can click on the edit button to enter edit mode, or drag each item to rearrange them.End of the deletion
* Begin of the insertionEditEnd of the insertion Begin of the deletion Ready: Moderators or participants can click on the edit button, but participants only see the buttons to add additional information or decisions. Only moderators can drag items to arrange them.End of the deletion
* Begin of the insertionMoreEnd of the insertion Begin of the deletion Review: the agenda items become read-only and no editing is possible.End of the deletion
* **Separate decision/clarification need objects in work packages:**
* There is a new tab called "Clarifications" that allows users to create decisions and open questions.
* These can be unrelated to meetings.
* This also lists all the meetings where the current work package has been included
* **Work package view:** When a work package is added to a decision/clarification need, it is visible in the "Clarifications tab"
* Decisions/clarification needs are also immediately visible for each work package.
* Additional information is however not visible without opening the meeting.
* _\[open\] to be discussed_
* **Mobile**: Viewing meetings is a priority.

### Open

* Journalising/see history of edits of minutes?
* What if the work package is included as an agenda item in a meeting but without any decision need/clarification? Where would the meeting be visible in the work package view?
* How should we handle migration and old meetings?
* ~~We lose iCal integration?~~

### Out of scope

This first version of the new Meetings module for version 13.1 will not include:

* Additional elements attached to agenda items:
* Notes
* Commenting and emoji reactions
* Comment threads
* Agenda backlog (a set of agenda items that are "parked" and do not show up in the actual meeting, simliar to drafts)
* Send existing agenda item to backlog
* Send backlog item to agenda
* Move existing agenda item to another meeting
* Meeting series (recurring)
* Web conference tool
* ~~iCal integration~~

### Mockup

**Important:** Final mockups will be co-designed with front-end devs using Primer View components once the scope is finalised.

For reference, see existing test Figma mockups: https://www.figma.com/file/4pe9naCoEzlnbco9Ynl9k9/Automatic-Meeting-Agenda?type=design&node-id=1020-21095&mode=design