# Feature OP-12992 - Meeting module: Modes and permission levels Project: OpenProject Status: closed URL: https://community.openproject.org/work_packages/OP-12992 ## Planning | Attribute | Value | | --- | --- | | Date | | | Priority | Medium | | Target versions | 13.1.0 | | Sprint | 13.1.0 | | Backlog bucket | | | Votes | | | List | | | Roadmap | | | Relevance | | ## OPEN POINTS / FEEDBACK _No work packages_ ## Features and Chunks _No work packages_ ## Bugs and other work packages _No work packages_ ## Technical Details | Attribute | Value | | --- | --- | | Module | | | Feature Flag | | | Requires doc change | No | | Enterprise plan | | ## Details | Attribute | Value | | --- | --- | | Pull preview | | | Mockups | | | Found in mobile app version | | | Follow-up feedback e-mail | | | Accessibility | No | ## People | Attribute | Value | | --- | --- | | Assignee | | | Accountable | | | Product manager | | | Developers | | | Designer | | | Ordered by | | | Signed off by | | | Interest by | | ## Estimates and progress | Attribute | Value | | --- | --- | | PD (min) | | | PD (max) | | | Work | | | Labor costs | | ## Description ## Statuses - **Open:** - Editable, and add, remove and modify agenda items - *\[open\] Do we need an in-between status like "In-review"?* - **Closed:** - Ready-only for everyone, moderators can re-open ### Permission levels - **Moderator:** By default the creator of the meeting, and any participant designated as such by other moderators - If designated as moderator, the "edit meetings" permissions is activated per meeting? - \[open\] How do we deal with other members who already have the permission but are not moderators of that particular meeting? - **Participant:** A member of the same project added as a participant to a meeting - **Viewer**: members of the project who are neither moderators or participants in the current meeting ### **Individual Permissions: Meetings Module**

Existing set of privileges

Used for classical meetings

Used for dynamic meetings

View meetings

✔

✔

Create meetings

✔

✔

Edit meetings

Editing details of a meeting (time and date, title)

✔

✔

Delete meetings

✔

✔

Invite users to meetings

✔

✔

Manage agendas

✔

✔
Used for create/update/delete permissions of meeting agenda items

Close agendas 

✔

✔
Used to switch between open and closed state

Send review notification for agendas

✔

(✔) 
to be implemented

Send meeting agenda as calendar entry

✔

(✔) 
to be implemented

Manage minutes
Allow editing of minutes for classic meetings

✔

✘

Send review notification for minutes

Send minutes for classic meetings via email to participants

✔

✘

### **Permissions by Status**

Open

Closed

Moderator

  • View meetings
  • Create meetings
  • Edit meetings
  • Delete meetings
  • Invite users to meetings
  • Close meeting
  • Send to participants for review
  • Download PDF
  • Send/download calendar entry
  • Re-open meeting
  • View meetings
  • Download PDF

Participant

  • View meetings
  • Invite users to meetings
  • Send to participants
  • Send/download calendar entry
  • View meetings
  • Download PDF

Viewer

  • View meetings
  • Download PDF
  • View meetings
  • Download PDF
## ~~Meeting Statuses (archived)~~ ### ~~Parimal's Proposal~~ ~~I tried to extend Niels' proposal of using four distinct statutes, but simply it by not distinguishing between "agenda" and "minutes" modes, which I think makes things confusing. I tried to come up with names that are more relatable.~~ ~~At each status, the user can see what rights/privileges they have, with action buttons to the logical next/previous status.~~

Combined name (Parimal)

Actions

Draft agenda

"Finalise agenda"

Finalised agenda

Next: "Start meeting"
(Back: "Modify agenda")

Meeting in progress

Next: "Close meeting"
(Back: "Un-start meeting" ?)

Meeting closed

(Back: "Resume meeting")

~~~~ ~~**Figma illustration:**~~ [~~https://www.figma.com/file/4pe9naCoEzlnbco9Ynl9k9/Automatic-Meeting-Agenda?type=design\&node-id=1258-6116\&mode=design\&t=hFNCQCPXLYa9cP7e-4~~](https://www.figma.com/file/4pe9naCoEzlnbco9Ynl9k9/Automatic-Meeting-Agenda?type=design&node-id=1258-6116&mode=design&t=hFNCQCPXLYa9cP7e-4) ### ~~Permissions~~

Draft agenda

Finalised agenda

Meeting in Progress

Meeting closed

Moderator

  • Edit meeting info (title, time, date...)
  • Add/remove invitees
  • Add/remove/modify  all agenda items
  • Re-order agenda items
  • Add agenda details (clarification need, decision)
  • Convert agenda item to work package
  • Change status
  • Edit meeting info (title, time, date...)
  • Add/remove invitees
  • Change status
  • Add agenda details (clarification need, decision)
  • Convert agenda item to work package
  • Change status

Meeting is read only.

  • Change status

Participant

  • Add/remove invitees
  • Add agenda items
  • Modify on own agenda item
  • Add agenda details (clarification need, decision) to own items
  • Edit meeting info (title, time, date...)
  • Add/remove invitees
  • Add agenda details to own items (clarification need, decision)
  • Convert own agenda item to work package

Meeting is read only.

Viewer

View draft agenda (read-only).

View finalised agenda (read-only).

Meeting is read only.

Meeting is read only.

## ### ~~Niels' original proposal~~

#

Heading

Status badge

Combined name (Parimal)

Actions

1

Agenda

Draft

Draft agenda

next: Lock agenda

2

Agenda

Locked

Finalised agenda

next: Start minutes

back: Unlock minutes

3

Minutes

Draft

Meeting in progress

next: Finalize minutes

back: Re-open agenda

4

Minutes

Final

Meeting closed

back: Re-open minutes

~~-~~ ### *~~**IGNORE ANYTHING BELOW THIS**~~* # ~~Actions: agenda draft~~

Role/Action

Moderator

Participant

Viewer

Create meeting

✔

Delete meeting

✔

Change meeting info (date, time, participants...)

✔

View meeting info (date, time, participants...)

✔

✔

✔

Add/remove invitees

✔

✔

Change meeting mode

✔

Add agenda items

✔

✔

Edit/delete own agenda items

✔

✔

Edit/delete all agenda itmes

✔

Change order of items

✔

Link/unlink work packages

✔

✔

Add details (info, clarification)

✔

✔

Add comments

✔

✔

✔

React with emojis

✔

✔

✔

View agenda items (includind all details)

✔

✔

✔

View meetings in related work packages

✔

✔

✔

Role/Action

Agenda draft

Ready/Meeting

Review

Create meeting

✔

Delete meeting

✔

Change meeting info (date, time, participants...)

✔

✔

View meeting info (date, time, participants...)

✔

✔

✔

Add/remove invitees

✔

✔

✔

Change meeting mode

✔

✔

✔

Create/remove agenda items

✔

Create/remove sections

✔

Edit agenda items

✔

Change order of items

✔

Link/unlink work packages

✔

✔

Add info

✔

✔

Add notes

✔

✔

Add decision

✔

✔

Add comments

✔

React with emojis

✔

View agenda items 

✔

✔

✔

View info

✔

✔

✔

View decision

✔

✔

✔

View comments

✔

✔

✔

View comments

✔

✔

✔

## ~~Modes~~

Role/Action

Preparation

Ready/Meeting

Review

Create meeting

✔

Delete meeting

✔

Change meeting info (date, time, participants...)

✔

✔

View meeting info (date, time, participants...)

✔

✔

✔

Add/remove invitees

✔

✔

✔

Change meeting mode

✔

✔

✔

Create/remove agenda items

✔

Create/remove sections

✔

Edit agenda items

✔

Change order of items

✔

Link/unlink work packages

✔

✔

Add info

✔

✔

Add notes

✔

✔

Add decision

✔

✔

Add comments

✔

React with emojis

✔

View agenda items 

✔

✔

✔

View info

✔

✔

✔

View decision

✔

✔

✔

View comments

✔

✔

✔

View comments

✔

✔

✔

## ~~Permission Levels~~

Role/Action

Admin

Moderator

Participant

Viewer

Create meeting

✔

Delete meeting

✔

Change meeting info (date, time, participants...)

✔

✔

View meeting info (date, time, participants...)

✔

✔

✔

✔

Add/remove invitees

✔

✔

✔

Change meeting mode

✔

✔

Create/remove agenda items

✔

✔

Create/remove sections

✔

✔

Edit agenda items

✔

✔

Change order of items

✔

✔

Link/unlink work packages

✔

✔

Add info

✔

✔

Add notes

✔

✔

Add decision

✔

✔

Add comments

✔

✔

✔

React with emojis

✔

✔

✔

View agenda items 

✔

✔

✔

✔

View info

✔

✔

✔

✔

View decision

✔

✔

✔

✔

View comments

✔

✔

✔

✔

View comments

✔

✔

✔

✔

View meetings in related work packages

✔

✔

✔

✔

### ~~Figma~~ ~~Illustration of modes and permissions:~~ [~~https://www.figma.com/file/4pe9naCoEzlnbco9Ynl9k9/Automatic-Meeting-Agenda?type=design\&node-id=1198-41356\&mode=design\&t=SUoOWoS7kDWaWxvK-4~~](https://www.figma.com/file/4pe9naCoEzlnbco9Ynl9k9/Automatic-Meeting-Agenda?type=design&node-id=1198-41356&mode=design&t=SUoOWoS7kDWaWxvK-4)