# User story

As an organizer of meetings
I want to be able to define meeting series
so that I don't have to manually copy and set them up

## **Perceived problems**

* Meetings need to be individually created

* they need to be copied over by hand, possibly removing previous inputs

* there is no connection between the different instances of a meeting

* Users have to manually create every instance of them instead of defining a schedule

* Not possible to define templates for meetings

* Users can now copy with agenda items, but will have to manually remove minutes/input from previous iterations (e.g., Weekly)


### Visuals and Figma

This epic does not contain visuals since they are still likely to be updated. **Please refer to the** [**Figma file**](https://www.figma.com/design/cJDhzOmYMstUNRS3EmgqZ0/Meetings-Module?node-id=2124-14163) **for the latest mockups**.

## Acceptance criteria

* A meeting series consists of:

* Meeting series details: title, location, date and time, duration, frequency, end date

* A series template Begin of the insertionthat applies to all new instancesEnd of the insertion

* Begin of the deletion A series index page

* End of the deletion Individual meeting occurrences (without a title, just a date + the series title)

* Begin of the insertionA series index page that allows to show all upcoming and past meetings

* The index page allows to instantiate or cancel a future scheduled meeting

* Instantiated and scheduled meetings are visually different

* End of the insertion Meeting series Begin of the insertioncanEnd of the insertion have Begin of the insertiondifferent schedules

* Daily

* Every working day

* Weekly

* An interval of the above (every 2nd day, every 4 weeks)

* Occurrences of meeting series appear in the meeting index as all other one-off meetings

* They can be easily identified by their schedule

* Meeting series haveEnd of the insertion to be created in the context of a project.

* Meeting series index pages have a fixed Begin of the insertionurl, so they can be easily linked to from calendars

End of the insertion Begin of the deletion url:

End of the deletion * Begin of the deletion Format: `/meetings/{series-slug-or-id}/{date}`

* End of the deletion The name of a series is the name set on the index page.

* This cannot be changed at the level of individual meetings

* Modifying the template (meeting title, meeting details, agenda items, participants or attachments) will modify these details for all future occurrences of the series

* They can also be changed at a per-meeting level, but this does not affect other meetings in the series


## **Benefits and added value**

How are things going to be better compared to today?

* **Address real world meeting practices:** Recurring meetings exist in every organization, often using the same structure. If OpenProject wants to improve dealing with these kinds of meetings, having a notion of recurring meetings is quintessential.

* **OpenProject as the data master:** With series defined in OpenProject, they can be output as a scheduled ICS file to ensure the calendar entry matches the series. Users can then click on the associated link in the series and be redirected to the correct occurrence.

* **Balancing of meeting capacity:** With the agenda item backlog, a meeting can be filled with items to the available capacity, and items with no time left to discussed can be moved to the backlogs or another iteration easily


## Begin of the deletion Naming

<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><thead class="op-uc-table--head"><tr class="op-uc-table--row"><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p"><strong>Term</strong></p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">English (Option B)</p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">German</p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">French</p></th><th class="op-uc-table--cell op-uc-table--cell_head"><p class="op-uc-p">Spanish</p></th></tr></thead><tbody><tr class="op-uc-table--row"><td class="op-uc-table--cell"><p class="op-uc-p">An instance of a recurring meeting / meeting series</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Meeting occurrence</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Serientermin</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Une réunion/<br>Un episode de réunion</p></td><td class="op-uc-table--cell"><p class="op-uc-p">?</p></td></tr><tr class="op-uc-table--row"><td class="op-uc-table--cell"><p class="op-uc-p">Multiple instances of recurring meetings</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Meeting series</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Serientermine</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Une série de réunions &nbsp; &nbsp;&nbsp;</p></td><td class="op-uc-table--cell"><p class="op-uc-p">?</p></td></tr><tr class="op-uc-table--row"><td class="op-uc-table--cell"><p class="op-uc-p">Meeting type</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Recurring meeting</p></td><td class="op-uc-table--cell"><p class="op-uc-p">?</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Réunions récurrentes</p></td><td class="op-uc-table--cell"><p class="op-uc-p">?</p></td></tr></tbody></table></figure>End of the deletion