**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)
* Begin of the insertion_ModeEnd of the insertion Begin of the deletion ModeEnd of the deletion (see below, Begin of the insertionrequired)_End of the insertion Begin of the deletion required)End of the deletion
* Date (required)
* Time (eg. 1 PM – 3 PM, optional)
* Duration (manually Begin of the insertionset) ~~orEnd of the insertion Begin of the deletion set orEnd of the deletion derived from the Begin of the insertionagenda items)~~End of the insertion Begin of the deletion time field)End of the deletion
* Duration is Begin of the insertionmarkedEnd of the insertion 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 Begin of the insertionthree roles (note: link with Klaus' work on roles/permissions)
* End of the insertion Begin of the deletion two roles:End of the deletion moderator Begin of the insertion(no limitation on #)
* author is by default a moderator
* optionally, any participant designated as such
* participant
* invitees
* viewer: everyoneEnd of the insertion Begin of the deletion or participant. EveryoneEnd of the deletion else in the project who is not a moderator or participant Begin of the deletion is a viewer.End of the deletion
* 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
* Begin of the insertion**Sections (optional)**End of the insertion Begin of the deletion **Sections**End of the deletion
* Begin of the insertion_Note: add technical complexity, but complex meetings would benefit from them._
* End of the insertion Group of agenda items
* Begin of the insertion~~\[open\]End of the insertion Begin of the deletion \[open\]End of the deletion Responsible? Title\* Begin of the insertionDuration?~~End of the insertion Begin of the deletion Duration?End of the deletion
* **Agenda items:**
* Meetings consist of agenda items.
* At their most basic, agenda items have:
* Title (required)
* Responsible (optional) Begin of the insertion
* Just a user object that's displayed; no functional implication
* _Just one ~~multiple?~~_End of the insertion
* Begin of the insertion~~Required participants for this agenda item~~
* End of the insertion Duration (optional) Begin of the insertion
End of the insertion Begin of the deletion
End of the deletion * Begin of the insertionInteger field, in minutes
* _Risk: if some agenda items have durationEnd of the insertion Begin of the deletion ModeratorsEnd of the deletion and Begin of the insertionothers don't; the total duration will be misleading since some items will have a duration of zero_
* Description:End of the insertion Begin of the deletion Participants may add additional elements:End of the deletion
* Begin of the insertionText area: CKEditorEnd of the insertion Begin of the deletion Additional information (text area)End of the deletion
* Begin of the insertion_restrictive?End of the insertion Begin of the deletion _OG: Maybe restricted CKEditor,End of the deletion with basic bold, italic, maybe Begin of the insertionlinks... maybe no tablesEnd of the insertion Begin of the deletion links?_
* Open point (text field; this can be a open pointEnd of the deletion or Begin of the insertionimages?_End of the insertion Begin of the deletion a decision once resolved)End of the deletion
* The meeting title can also be replaced with a work package:
* Begin of the insertionBy default,End of the insertion Begin of the deletion Typing "#" onEnd of the deletion the Begin of the insertiontype is "Title" but the user can alternatively select other types with a drop down: 
* Title
* Work package
*  Turns the input fieldEnd of the insertion Begin of the deletion title turns itEnd of the deletion into a search bar, and typing keywords displays results in a drop modal. Begin of the insertion
End of the insertion Begin of the deletion
End of the deletion * Begin of the deletion \[open\] There's perhaps a visual way of doing this (a dropdown?).
* End of the deletion The user can select the corresponding work Begin of the insertionpackage.
* _\[open\] Power user: Typing "#" in the title field selects work package._
* _\[open\] OG: WorkEnd of the insertion package Begin of the insertionsearch thing we have is Angular, we have to see how to make it work with Primer._
End of the insertion Begin of the deletion
End of the deletion * The title is now replaced with the work package details (id, Subject, type, Begin of the insertionstatus)
End of the insertion Begin of the deletion status).
End of the deletion * Begin of the deletion _\[open\]End of the deletion Clicking on the work package Begin of the insertiontitleEnd of the insertion opens Begin of the insertionit in a new tab.
* _~~\[open\] Clicking onEnd of the insertion the work package Begin of the insertionopens the work packageEnd of the insertion in a split Begin of the insertionscreen.~~_
End of the insertion Begin of the deletion screen._
End of the deletion * Begin of the insertion_~~InEnd of the insertion Begin of the deletion To go back to title,End of the deletion the Begin of the insertionshort term, would require having Angular code.~~_
* _~~In the long term, Primer offers overlays that slide in from the right side that we could potentially use for this.~~_
* Users should be ableEnd of the insertion Begin of the deletion user hasEnd of the deletion to Begin of the insertion"remove"End of the insertion Begin of the deletion removeEnd of the deletion the work Begin of the insertionpackage by selecting a basic title field instead in Edit mode. 
End of the insertion Begin of the deletion package.
End of the deletion * Begin of the insertionThe title is empty (to make it absolutely clear that there's no connection to the WP).
* Functionally, otherEnd of the insertion Begin of the deletion OtherEnd of the deletion agenda elements (duration, responsible, Begin of the insertiondescription)End of the insertion Begin of the deletion additional information, decision)End of the deletion are unrelated to the work Begin of the insertionpackage and do not affect it.
End of the insertion Begin of the deletion package.
End of the deletion * Begin of the insertionOpen points are the only exception,End of the insertion Begin of the deletion _\[open\] OG: Work package search thing we have is Angular, we have toEnd of the deletion see Begin of the insertion###49578 End of the insertion Begin of the deletion how to make it work with 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 an open point, and a remove button once each is added:
* This can be an "Open point" or a "Decision" once it is resolved
* Save button.
* Agenda items have hover actions, depending on status:
* Drag
* Edit
* Mor
* **Mobile**: Viewing meetings is a priority.
* Begin of the insertion**Notifications:**End of the insertion Begin of the deletion **Notifications:** End of the deletion
* Create an open point related to a work package.
* Out of scope:
* Invited to a meeting
* Meeting modified
* Meeting status changed
* Meeting rescheduled
* _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:

* The ability to add clarification needs and decisions are specified in a separate feature:
* ###49578
* 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