**As** a project member
**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.

### Begin of the deletion 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.

###End of the deletion Acceptance criteria

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

* **A meeting consists of meeting details, agenda items and Begin of the insertionparticipants.**End of the insertion Begin of the deletion invitees.**End of the deletion
* **Meeting details are:**
* Title of the meeting (required)
* Date (required)
* Time (required)
* Duration Begin of the insertion(required)End of the insertion
* Begin of the insertionIfEnd of the insertion Begin of the deletion Duration is marked in red ifEnd of the deletion the set duration is longer than the sum of the duration of agenda Begin of the insertionitems,End of the insertion Begin of the deletion items
* We indicateEnd of the deletion the Begin of the insertionexcess time is indicatedEnd of the insertion Begin of the deletion "exceeded time"End of the deletion with a "+ {minutes}"
* Duration is used to derive meeting finish time
* Location Begin of the insertion(optional)End of the insertion
* Begin of the insertionThe actions available to meeting participants dependsEnd of the insertion Begin of the deletion **\[open\] Invitees** can have one of three roles (note: link with Klaus' workEnd of the deletion on Begin of the insertionthe permissionsEnd of the insertion Begin of the deletion roles/permissions)
* **moderator** (no limitation on #)
* author is by default a moderator or
* any participant designated as such by a moderator
* **participant**
* invitees
* **viewer**
* everyone elseEnd of the deletion in Begin of the insertionrelation toEnd of the insertion the Begin of the insertionMeetings module _(as set in Administration → Users and permissions → Roles and permissions)_
End of the insertion Begin of the deletion project who is not a moderator or participant
* **Meeting participants can have one of three roles:** administrator, participant, viewer:
* Details:
End of the deletion ###49334
* A meeting can of one of two statuses:
* Begin of the insertion**Open** End of the insertion Begin of the deletion **Open** (default state, name potentially unrequired)End of the deletion
* All actions possible (based on available permissions)
* **Closed**
* Meeting becomes read-only except for users with "Close/re-open agenda items" Begin of the insertionand "Edit meetings" permissionsEnd of the insertion Begin of the deletion permissionEnd of the deletion
* The "Edit meeting title", "Edit meeting details" and "Add participants" actions are no longer available
* Begin of the insertionThere is a "More" icon on the right edge of the title, with these options:End of the insertion Begin of the deletion ~~**Sections (optional)**~~End of the deletion
* Begin of the insertion**Edit meeting title**
* The title becomes an inline edit
* **Download iCalendar event**
* A static iCalendar file is available with meeting details (name, start/end time, location, organiser and a link to the meeting)
* **Send email to all participants**
* Sends an email with meeting details all participants (invitees and attendees)
* _\[open\] Perhaps we should rename this to: "Send email reminder to participants"?_
* **Delete meeting** (in red)
* A browser confirmation is required before deletion
* **Participants** are selected (as they were in the old Meetings module) in the create form



End of the insertion Begin of the deletion ~~Group of agenda items~~

End of the deletion ### Meetings index page

The current meetings index page in a project will be updated to accommodate the new Meetings module alongside the existing one.

* The newer Primer-based meetings will be referred to as "Dynamic" meetings. Meetings created in the old style will be referred to as "Classic" meetings
* A new "Type" column will be added to the index to indicate if a meeting is:
* Dynamic or
* Classic
* The Begin of the insertionCreate meeting formEnd of the insertion Begin of the deletion "+ Meeting" (create meeting) actionEnd of the deletion will offer the user a choice between a dynamic (default) or classic meeting. Begin of the insertion

### Right pane

* The right pane (on desktop) consists of:End of the insertion
* Begin of the insertion**Meeting details**
* Title ("Meeting details")
* Date 
* Time 
* Duration (if it exists)
* Link (if it exists)
* **Status**
* Open (in green), with the text:
* "This meeting is open. You can add/remove agenda items and edit them as you please. After the meeting is over, close itEnd of the insertion Begin of the deletion \[open\] Do we still allow usersEnd of the deletion to Begin of the insertionlock it."
* Closed (in grey), with the text:
* "This meeting is closed. You cannot add/remove agenda items anymore."
* A "Close meeting"End of the insertion Begin of the deletion create classic meetings,End of the deletion or Begin of the insertion"Re-open meeting" action depending on the state
* **Participants**
* Title ("Participants") with a counter next to it with the total amount of invitees and attendees (one person counts once)
* A list of the first 5 participants in alphabetical order
* If there are more than 5 participants, a "Show {n} more" link
* Clicking this will expand the list to show all participants
* An "Add participants" action
* This shows theEnd of the insertion Begin of the deletion just accessEnd of the deletion existing Begin of the insertionparticipants feature (listing all project members, with two column of checkboxes for _Invited_ and _Attended_) in a Primer modal
* _Note: We are using an existing/old implementation that's not particularly in keeping with the overall modern, Hotwire-based design of the rest of the modal due to technical reasons._End of the insertion Begin of the deletion ones?End of the deletion

### Agenda items

* Meetings consist of agenda items, which consist of:
* Begin of the insertion**Title**End of the insertion Begin of the deletion TitleEnd of the deletion (required)
* Begin of the insertion**User**End of the insertion Begin of the deletion An indication of the userEnd of the deletion who added the agenda item (non-editable)
* Begin of the insertion**Duration**End of the insertion Begin of the deletion DurationEnd of the deletion (optional field)
* 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_
* The information is hidden if no duration is input
* This is in red if the duration of _this_ item goes beyond the set meeting duration
* Begin of the insertionDescription (textEnd of the insertion Begin of the deletion Description:
* TextEnd of the deletion area: Begin of the insertionCKEditor).End of the insertion Begin of the deletion CKEditor
* _~~restrictive? with basic bold, italic, maybe links... maybe no tables or images?~~_End of the deletion
* Begin of the insertion**TheEnd of the insertion Begin of the deletion TheEnd of the deletion meeting title can also be replaced with a work Begin of the insertionpackage:**End of the insertion Begin of the deletion package:End of the deletion
* The "Add" action gives users a choice between:
* Agenda item
* Work package
* If a work package is selected:
* The title input field becomes an autocomplete keyword search field, and typing keywords displays results in an overlay
* The user can select the corresponding work package. Begin of the deletion
* _\[open\] 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._End of the deletion
* Begin of the deletion _\[open\] 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_
* End of the deletion 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 ~~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).~~
* End of the deletion Functionally, other agenda elements (duration, Begin of the insertionnotes)End of the insertion Begin of the deletion ~~responsible,~~ description)End of the deletion are unrelated to the work package and do not affect it. Begin of the insertion
End of the insertion Begin of the deletion
End of the deletion * Begin of the insertion**Every agenda item as a "more actions" menu** (behindEnd of the insertion Begin of the deletion Open points areEnd of the deletion the Begin of the insertionthree-dot _more_ button to the right of the user name) with these options:
* Edit
* Add notes
* Move to top _(unless already on top)_
* Move up _(unless already on top)_
* Move down _(unless already in the bottom)_
* Move to bottom _(unless already in the bottom)_
* Delete _(in red)_End of the insertion Begin of the deletion only exception, see ###49578End of the deletion

**Agenda items have two states, display and edit:**

* _In display state_, agenda details cannot be edited but Begin of the insertionusers with the necessarily edit permissions maybeEnd of the insertion Begin of the deletion moderators canEnd of the deletion drag them up and down to change the Begin of the insertionorder.End of the insertion Begin of the deletion order (mode allowing).End of the deletion
* _In edit state_, these fields are visible:
* Title (text field, typing # turns it into a search field)
* Duration in minutes (integer)
* "+ Notes"
* Clicking this makes a CKEditor text area visible with label "Notes"
* Cancel button (secondary)
* Save button (primary) Begin of the deletion
* ~~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)~~End of the deletion

### **Mobile**

* The module has to be responsive. Viewing meetings is a priority on mobile.
* Begin of the insertionI**nEnd of the insertion Begin of the deletion InEnd of the deletion mobile mode, the module is single Begin of the insertioncolumn.**
End of the insertion Begin of the deletion column.
End of the deletion * Begin of the insertionThe contents of the right side pane (meeting details, status, participants)End of the insertion Begin of the deletion \[open\] Meeting details and statusEnd of the deletion go Begin of the insertionon topEnd of the insertion above the agenda Begin of the insertionitems
* **Meeting status** is reduced to just one line:
* The status (Open/Closed) on the left edge
* The "Close/Re-open meeting" action on the right edge
* **The participants section** is removed and replaced with an item in the Meeting details section, with a "Show all" action
* {n} Participants [Show all](https://community.openproject.org/#)
* Clicking on the action will show the regular participants modal
* **Agenda item details** (title, user, duration) become multi-line:
* Regular items: 
* Line 1: Title
* Line 2: User on the left edge, duration on the right edge
* Work package items:
* Line 1: Work package name
* Line 2: {Type} {id} {status}
* Line 2: User on the left edge, duration on the right edgeEnd of the insertion Begin of the deletion items, but list of invitees go below.End of the deletion

### **Export/integrations**

* iCal download (not sync, download .ics file)
* Print (browser)
* \[open\] How does Primer deal with this?

### **Journalising:**

* Modifications to a meeting are journalised (can be in the background, not visible to the user)
* ~~There is a link to view meeting journal history~~

### **Email notifications:**

* Send email notifications
* When someone is invited (include .ics as attachment)
* When meeting dates change (include .ics as attachment)
* ~~When meeting status changes~~
* When meeting is sent to invitees manually (include .ics as attachment)
* Offer an "Email all participants" action
* Sends meeting agenda to all invitees via email

### Open

* How should we handle migration and old meetings?
* \[Decision:\] Old meetings will be preserved as is and will live alongside the newer Primer meetings.

### Out of scope

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

* Duration derived from the duration of agenda items
* Open points
* ###49578
* Commenting and emoji reactions and comment threads
* Sections
* Create work packages directly from an agenda item
* Agenda backlog (a set of agenda items that are "parked" and do not show up in the actual meeting, simliar to drafts)
* Open linked work package in a split scree\_n.\_
* Move existing agenda item to another meeting
* Meeting series (recurring)
* In-app notifications:
* iCal sync
* Decision and issues log
* Meeting modes and statuses
* ###49334

Some of these will be addressed in a later iteration and will be described in this epic:

###50689

### Mockup

**Figma link:**
https://www.figma.com/file/cJDhzOmYMstUNRS3EmgqZ0/Meeting-Module-co-creation?type=design&node-id=0-1&mode=design

# User Problem

## User

* Project manager
* Project member
* Meeting moderator
* Meeting member

## Problem

* Tasks and issues are tracking in the work packages module.
* Meeting agendas and meeting minutes are tracked in the meetings module.
* In project meetings very often open issues are discussed.

## Pain

* The information needs to be tracked in two modules. This leads to extra work and outdated information.

# Business Case

## Solution

* It is possible to create relations between meeting agendas/meeting minutes and work packages/work package comments.
* This link is visible and and editable in both modules.
* It is possible to change work package comments. Changes in comments are journalized.
* Meeting agenda preparation
* It is possible to order topics in the meeting agendas/minutes by drag and drop.
* Topics have an allocated time.
* Based on the start date of the meeting, the allocated time and the order of the meeting items the expected start is derived.
* Meeting agendas and meeting minutes that include work package content are "freezed". This means that changes in work packages do not change the meeting minutes.

## Out of Scope for the MVC

* Printing (usual browser print)
* Calendar integration (iCalendar).
* Showing meetings in the Gantt chart/calendar.
* Recurring meetings.

## Differentiation

* There is no other tool that connects operations issue tracking with tool based meeting management.

## Next iteration

* "Auf Wiedervorlage".
* Integrationen mit Kalender-Applikationen

# Launch and Growth

## Measures

* Created meetings per user and projects.

## Messaging

<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><tbody><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Headline</p></th><td class="op-uc-table--cell"><p class="op-uc-p">Create meeting agendas and meeting minutes based on work package comments.</p></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">First Paragraph</p></th><td class="op-uc-table--cell"><p class="op-uc-p">You can now add a work package to a meeting agenda by adding a comment to the work package. So all information to make a decision is accessible in one place. So there is no need to add information in two different places.&nbsp;</p></td></tr><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Customer Quote</p></th><td class="op-uc-table--cell"><p class="op-uc-p">In the past I had to manually create a meeting agenda. So I had to ask the project team to put their open issues on the agenda. After a meeting I had to also add the decision to those issues. With the integration I save a lot of time. And more importantly: It adds a lot of transpareny and control.</p></td></tr></tbody></table></figure>

## Go to market

_How are you planning on getting this into users&#39; hands?_