**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 agenda items)~~
* Duration is marked 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 three roles (note: link with Klaus' work on roles/permissions)
* moderator (no limitation on #)
* author is by default a moderator
* optionally, any participant designated as such
* participant
* invitees
* viewer: everyone else in the project who is not a moderator or participant
* Begin of the insertionMeeting participantsEnd of the insertion Begin of the deletion A meetingEnd of the deletion can Begin of the insertionhaveEnd of the insertion Begin of the deletion be inEnd of the deletion one of Begin of the insertiontwo roles:End of the insertion Begin of the deletion four statuses:End of the deletion
* Begin of the insertion**Meeting editor**End of the insertion Begin of the deletion **Draft agenda** (default for new meetings):End of the deletion
* Begin of the insertionAddEnd of the insertion Begin of the deletion Moderators can editEnd of the deletion and Begin of the insertioneditEnd of the insertion Begin of the deletion modify meetings details, add invitees and construct theEnd of the deletion meeting Begin of the insertiondetails
* Manage participants (invite, remove...)
* Add/remove and re-orderEnd of the insertion agenda Begin of the deletion by adding agenda items. They can also rearrange agendaEnd of the deletion items Begin of the insertion
End of the insertion Begin of the deletion by dragging them up or down.
End of the deletion * Begin of the insertionChangeEnd of the insertion Begin of the deletion Participants can only add or modify their ownEnd of the deletion agenda Begin of the insertionitem type (simple and work package)
* Add/remove open pointsEnd of the insertion Begin of the deletion items.End of the deletion
* Begin of the insertionCan designate invitees as editorsEnd of the insertion Begin of the deletion Viewers (non invitees) cannot see the meeting yet (?)End of the deletion
* Begin of the insertion**Meeting invitee**End of the insertion Begin of the deletion **Finalised agenda**: a moderator sets the mode to finalised to lock the agenda before a meeting.End of the deletion
* Begin of the insertion~~Add itemsEnd of the insertion Begin of the deletion Moderators can change stateEnd of the deletion to Begin of the deletion draft to changeEnd of the deletion the Begin of the insertionbacklog for the editors to add/remove~~End of the insertion Begin of the deletion actual agenda; participants cannot do this.End of the deletion
* Begin of the insertion~~CanEnd of the insertion Begin of the deletion Moderators can change meeting details (name, time, date...) and add/remove invitees.
* Participants canEnd of the deletion add Begin of the insertioncomments or emoji responses~~End of the insertion Begin of the deletion (but not remove?) invitees.End of the deletion
* Begin of the insertionThey are visible under "invitees"End of the insertion Begin of the deletion Viewers can now view the meeting in read-only mode.End of the deletion
* **Meeting Begin of the insertionviewer**
* Has accessEnd of the insertion Begin of the deletion in Progress**: a moderator sets the modeEnd of the deletion to Begin of the insertionviewEnd of the insertion Begin of the deletion In Progress whenEnd of the deletion the meeting Begin of the insertionbut is not "involved in any way
End of the insertion Begin of the deletion actually takes place.
End of the deletion * Begin of the insertionA meetingEnd of the insertion Begin of the deletion ModeratorsEnd of the deletion can Begin of the insertionof one of two statuses:
End of the insertion Begin of the deletion once again modify agenda items own items and add/remove additional items to agenda items (clarificatoin need or decision).
End of the deletion * Begin of the insertion**Open** (default state, name potentially unrequired)End of the insertion Begin of the deletion Participants can only modify or add/remove additional items to their _own_ items.End of the deletion
* Begin of the insertionAll actions possible (based on available permissions)End of the insertion Begin of the deletion Viewers can view only.End of the deletion
* Begin of the insertion**Closed**End of the insertion Begin of the deletion **Meeting closed**End of the deletion
* Read-only for everyone but
* Begin of the insertionEditorsEnd of the insertion Begin of the deletion ModeratorsEnd of the deletion can Begin of the insertionre-open meetingsEnd of the insertion Begin of the deletion change statusEnd of the deletion to Begin of the insertionedit itEnd of the insertion Begin of the deletion any of the aboveEnd of the deletion
* **Sections (optional)**
* _Note: add technical complexity, but complex meetings would benefit from them._
* 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)
* Just a user object that's displayed; no functional implication
* _Just one ~~multiple?~~_
* ~~Required participants for this agenda item~~
* Duration (optional)
* Integer field, in minutes
* _Risk: if some agenda items have duration and others don't; the total duration will be misleading since some items will have a duration of zero_
* Description:
* Text area: CKEditor
* _restrictive? with basic bold, italic, maybe links... maybe no tables or images?_
* The meeting title can also be replaced with a work package:
* By default, the type is "Title" but the user can alternatively select other types with a drop Begin of the insertiondown:End of the insertion Begin of the deletion down: End of the deletion
* Title
* Work package
* Begin of the insertionTurnsEnd of the insertion Begin of the deletion  TurnsEnd of the deletion the input field into a search bar, and typing keywords displays results in a drop modal.
* The user can select the corresponding work package.
* _\[open\] Power user: Typing "#" in the title field selects work package._
* _\[open\] OG: Work package search thing we have is Angular, we have to see how to make it work with Primer._
* Begin of the insertionIf the selected work package already has unresolved open points:
* Ask the user to select which ones (if any) they would like to add to the meeting
* End of the insertion The Begin of the insertionselected ones will be added to that agenda item (references those items)
* In the "Open Points" tab of the work package, those points that have been added to the meeting, will show this relation
* An open point added to this agenda item (refering a work package), will then also be added to the "Open Points" tab of that work package
* TheEnd of the insertion title is now replaced with the work package details (id, Subject, type, status)
* Clicking on the work package title opens it in a new tab.
* _~~\[open\] Clicking on the work package opens the work package in a split screen.~~_
* _~~In the short 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 able to "remove" the work package by selecting a basic title field instead in Edit Begin of the insertionmode.End of the insertion Begin of the deletion mode. End of the deletion
* The title is empty (to make it absolutely clear that there's no connection to the WP).
* Functionally, other agenda elements (duration, responsible, description) are unrelated to the work package and do not affect it.
* Open points are the only exception, see Begin of the insertion###49578End of the insertion Begin of the deletion ###49578 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 Begin of the insertion"Resolved open point" whenEnd of the insertion Begin of the deletion "Decision" once it isEnd of the deletion resolved Begin of the insertion
* (Define what an open point in an agenda item looks like)End of the insertion
* Save button.
* Agenda items have hover actions, depending on status:
* Drag
* Edit
* Mor
* **Mobile**: Viewing meetings is a priority.
* Begin of the insertion**Journalising:**End of the insertion Begin of the deletion **Notifications:**End of the deletion
* Begin of the insertionModificationsEnd of the insertion Begin of the deletion Create an open point relatedEnd of the deletion to a Begin of the insertionmeeting are journalisedEnd of the insertion Begin of the deletion work package.End of the deletion
* Begin of the insertionThere isEnd of the insertion Begin of the deletion Out of scope:
* Invited toEnd of the deletion a Begin of the insertionlink to viewEnd of the insertion meeting Begin of the insertionjournal history
End of the insertion Begin of the deletion
End of the deletion * Begin of the insertion**Email notifications:**
End of the insertion Begin of the deletion Meeting modified
End of the deletion * Begin of the insertionWhen someone is invited (send iCal immediately)
* When meeting dates change (send .ics again)
* When meetingEnd of the insertion Begin of the deletion MeetingEnd of the deletion status Begin of the insertionchanges
End of the insertion Begin of the deletion changed
End of the deletion * Begin of the insertionWhen meeting is sent to invitees manually
* **Email all participants**End of the insertion Begin of the deletion Meeting rescheduledEnd of the deletion
* Begin of the insertionSends meeting agendaEnd of the insertion Begin of the deletion _Note: right now Notifs limitedEnd of the deletion to Begin of the insertionall invitees via email
* **Calendar subscriptions for meeting**
* Automatically updated when dates or meeting details are modified
* \[open\] **Download .ics for meeting**End of the insertion Begin of the deletion work packages (so possible to show meetings objects linked to WPs)_End of the deletion

### Open

* Journalising/see history of edits of minutes?
* Begin of the insertion~~WhatEnd of the insertion Begin of the deletion WhatEnd of the deletion 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 Begin of the insertionview?~~End of the insertion Begin of the deletion view?End of the deletion
* 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
* Begin of the insertionFollow-up item: within a meeting, when someone identifies to-dos and tasks, be able to create a work package (or to-do) directly from agenda item
* End of the insertion 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
* Begin of the insertionIn-app notifications:
* 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)_
* End of the insertion ~~iCal integration~~ Begin of the insertion
* ~~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~~End of the insertion

### 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