**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 four statuses:
* **Draft agenda** (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 only add or modify their own agenda items.
* Viewers (non invitees) cannot see the meeting yet (?)
* **Finalised agenda**: a moderator sets the mode to finalised to lock the agenda before a meeting.
* Moderators can change state to draft to change the actual agenda; participants cannot do this.
* Moderators can change meeting details (name, time, date...) and add/remove invitees.
* Participants can add (but not remove?) invitees.
* Viewers can now view the meeting in read-only mode.
* **Meeting in Progress**: a moderator sets the mode to In Progress when the meeting actually takes place.
* Moderators can once again modify agenda items own items and add/remove additional items to agenda items (clarificatoin need or decision).
* Participants can only modify or add/remove additional items to their _own_ items.
* Viewers can view only.
* **Meeting closed**
* Read-only for everyone but
* Moderators can change status to any of the above
* **Sections**
* Group of agenda items
* \[open\] Responsible? Title\* Duration?
* **Agenda items:**
* Meetings consist of agenda items.
* At their most basic, agenda items have:
* Title (required)
* Responsible (optional)
* Duration (optional)
* Moderators and Participants may add additional elements:
* Additional information (text area)
* _OG: Maybe restricted CKEditor, with basic bold, italic, maybe links?_
* Begin of the insertionOpen pointEnd of the insertion Begin of the deletion ClarificationEnd of the deletion (text field; this can be a Begin of the insertionopen pointEnd of the insertion Begin of the deletion clarification needEnd of the deletion or a decision Begin of the insertiononce resolved)End of the insertion Begin of the deletion taken)End of the deletion
* 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 modal.
* \[open\] There's perhaps a visual way of doing this (a dropdown?).
* 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.
* _\[open\] OG: Work package search thing we have is Angular, we have to see how to make it work with Begin of the insertionPrimer._End of the insertion Begin of the deletion Primer._ End of the deletion
* 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 Begin of the insertionan open point,End of the insertion Begin of the deletion additional elements,End of the deletion and a remove button once each is added:
* Begin of the insertionThis can be an "Open point" or a "Decision" once it is resolvedEnd of the insertion Begin of the deletion Additional information
* DecisionEnd of the deletion
* Save button.
* Agenda items have hover actions, depending on status:
* Drag
* Edit
* Begin of the insertionMorEnd of the insertion Begin of the deletion MoreEnd of the deletion
* Begin 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_
* End of the deletion **Mobile**: Viewing meetings is a priority.
* Begin of the insertionNotifications:End of the insertion Begin of the deletion Notifications: End of the deletion
* Create a clarification
* Invited to a meeting
* _... (to be completed)_
* _Note: right now Notifs limited to work packages (so possible to show meetings objects linked to WPs)_

### 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?~~
* Idea: Decision and issues log?
* Ways to be able to show relevant meetings from work packages.
* Later, possible to show and filter through decisions/clarification needs?

### Out of scope

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

Begin of the insertion* The ability to add clarification needs and decisions are specified in a separate feature:
* ###49578
End of the insertion * 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