Begin of the deletion # User story

End of the deletion 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

Begin of the insertion**Translations**End of the insertion Begin of the deletion ## **Perceived problems**End of the deletion

Begin of the insertion<figure class="table op-uc-figure_align-center op-uc-figure"><table class="op-uc-table"><tbody><tr class="op-uc-table--row"><td class="op-uc-table--cell"><p class="op-uc-p"><strong>Term</strong></p></td><td class="op-uc-table--cell"><p class="op-uc-p">English (Option B)</p></td><td class="op-uc-table--cell"><p class="op-uc-p">German</p></td><td class="op-uc-table--cell"><p class="op-uc-p">French</p></td><td class="op-uc-table--cell"><p class="op-uc-p">Spanish</p></td></tr><tr class="op-uc-table--row"><td class="op-uc-table--cell"><p class="op-uc-p">AnEnd of the insertion Begin of the deletion * 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 everyEnd of the deletion instance of Begin of the deletion them instead of definingEnd of the deletion a Begin of the insertionrecurringEnd of the insertion Begin of the deletion 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

* AEnd of the deletion meeting Begin of the insertion/End of the insertion Begin of the deletion series consists of:

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

* A series template that applies to all new instances

* IndividualEnd of the deletion meeting Begin of the insertionseries</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 instancesEnd of the insertion Begin of the deletion occurrences (without a title, just a date + the series title)

* A 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

* Meeting series can have different schedules

* Daily

* Every working day

* Weekly

* An intervalEnd of the deletion of Begin of the deletion 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 have to be created in the context of a project.

* Meeting series index pages have a fixed url, so they can be easily linked to from calendars

* 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 ofEnd of the deletion recurring Begin of the insertionmeetings</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 insertion Begin of the deletion 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


##End of the deletion