**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:

* Begin of the insertion**AEnd of the insertion Begin of the deletion AEnd of the deletion meeting consists of meeting details, agenda items and Begin of the insertioninvitees.**End of the insertion Begin of the deletion invitees.End of the deletion
* **Meeting details are:**
* Title of the meeting (required)
* Begin of the insertionStatusEnd of the insertion Begin of the deletion _Mode (see below, required)_End of the deletion
* Date (required)
* Time (eg. 1 PM – 3 PM, optional)
* Duration (manually set) Begin of the deletion ~~or derived from the agenda items)~~End of the deletion
* 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)
* Begin of the insertion**moderator**End of the insertion Begin of the deletion moderatorEnd of the deletion (no limitation on #)
* author is by default a moderator Begin of the insertionorEnd of the insertion
* Begin of the deletion optionally,End of the deletion any participant designated as such Begin of the insertionby a moderatorEnd of the insertion
* Begin of the insertion**participant**End of the insertion Begin of the deletion participantEnd of the deletion
* invitees
* Begin of the insertion**viewer**
* End of the insertion Begin of the deletion viewer:End of the deletion everyone else in the project who is not a moderator or participant
* Meeting participants can have one of Begin of the insertionthreeEnd of the insertion Begin of the deletion twoEnd of the deletion roles:
* **Meeting editor**
* Add and edit meeting details
* Manage participants (invite, remove...)
* Add/remove and re-order agenda items
* Change agenda item type (simple and work package)
* Add/remove open points
* Can designate invitees as editors
* **Meeting invitee**
* Begin of the deletion ~~Add items to the backlog for the editors to add/remove~~
* ~~Can add comments or emoji responses~~
* End of the deletion They are visible under "invitees"
* **Meeting viewer**
* Has access to view the meeting but is not "involved in any way
* A meeting can of one of two statuses:
* **Open** (default state, name potentially unrequired)
* All actions possible (based on available permissions)
* **Closed**
* Read-only for everyone but
* Editors can re-open meetings to edit it
* **Sections (optional)**
* Begin of the deletion _Note: add technical complexity, but complex meetings would benefit from them._
* End of the deletion Group of agenda items Begin of the deletion
* ~~\[open\] Responsible? Title\* Duration?~~End of the deletion
* **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 Begin of the deletion
* _Just one ~~multiple?~~_End of the deletion
* Begin of the deletion ~~Required participants for this agenda item~~
* End of the deletion 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 down:
* Title
* Work package
* Turns 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._
* If 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
* The selected 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
* The 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.
* Begin of the deletion _~~\[open\] 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.~~_
* End of the deletion Users should be able to "remove" the work package by selecting a basic title field instead in Edit mode.
* 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 ###49578
* 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 "Resolved open point" when resolved
* (Define what an open point in an agenda item looks like)
* Save button.
* Agenda items have hover actions, depending on status:
* Drag
* Edit
* Begin of the insertionMoreEnd of the insertion Begin of the deletion MorEnd of the deletion
* **Mobile**: Viewing meetings is a priority.
* **Journalising:**
* Modifications to a meeting are journalised
* There is a link to view meeting journal history
* **Email notifications:**
* When someone is invited (send iCal immediately)
* When meeting dates change (send .ics again)
* When meeting status changes
* When meeting is sent to invitees manually
* **Email all participants**
* Sends meeting agenda to all invitees via email
* **Calendar subscriptions for meeting**
* Automatically updated when dates or meeting details are modified
* \[open\] **Download .ics for meeting**

### Open

* Begin of the deletion 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?~~
* End of the deletion How should we handle migration and old meetings? Begin of the deletion
* ~~We lose iCal integration?~~End of the deletion
* 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 insertionDuration derived from the duration of agenda items
* End of the insertion The ability to add clarification needs and decisions are specified in a separate feature:
* ###49578
* Begin of the insertionExtensionsEnd of the insertion Begin of the deletion Additional elements attachedEnd of the deletion to Begin of the insertiontheEnd of the insertion agenda items:
* Notes Begin of the insertion
* Required participants for this agenda itemEnd of the insertion
* Begin of the insertionMeeting invitees:
* Add items to the backlog for the editors to add/remove
* End of the insertion Commenting and emoji reactions Begin of the insertion
End of the insertion Begin of the deletion
End of the deletion * Comment threads
* Begin of the insertionSections
* Designate a person responsible?
* Add duration
* End of the insertion Follow-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
* 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
* Begin of the insertion_\[open\] 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._
* End of the insertion Move existing agenda item to another meeting
* Meeting series (recurring)
* Web conference tool
* In-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)_
* Begin of the insertioniCal integrationEnd of the insertion Begin of the deletion ~~iCal integration~~End of the deletion
* ~~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~~

### 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