Sync tasks and refresh memory from calendar, email, meeting notes, project trackers, and GitHub. Reads .productivity.yml for connector config. Surfaces drift between external sources and TASKS.md (open PRs, merged PRs, awaiting-review), writes back action items extracted from meetings to TASKS.md / memory / people notes, and produces a pre-meeting brief for the next 24h of calendar events. Use --deep for comprehensive scan of chat, sent email, and docs.
Sync tasks and refresh memory from calendar, email, meeting notes, project trackers, and GitHub. Reads .productivity.yml for connector config. Surfaces drift between external sources and TASKS.md (open PRs, merged PRs, awaiting-review), writes back action items extracted from meetings to TASKS.md / memory / people notes, and produces a pre-meeting brief for the next 24h of calendar events. Use --deep for comprehensive scan of chat, sent email, and docs.
Keep your task list and memory current. Two modes:
Default: Sync from calendar, email, meeting notes, and project trackers (per .productivity.yml), triage stale items, decode tasks, fill memory gaps
--deep: Everything in default, plus deep scan of chat, sent email, docs -- flag missed todos and suggest new memories
Reference the productivity-connectors skill for available MCP tool names. If a source is unavailable, skip it gracefully.
Read Order
~/.config/memory/docs/memory-os-contract.md
~/.config/memory/docs/productivity-integration.md
Prerequisites
Read .productivity.yml in the project root. If it doesn't exist, tell the user:
No .productivity.yml found. Run /productivity-setup first to configure connectors for this project.
Required for the active-sprint identity check: when project-tracker: jira, .productivity.yml must also declare project-tracker-board: <numeric-board-id>. This is the load-bearing input for the active-sprint identity check (Step 2's pre-diff audit and Step 11's post-run recheck). If the field is absent, the skill runs a one-shot board-id discovery procedure (see Step 2's project-tracker substep) and prompts the operator to persist the resolved id back into .productivity.yml before continuing. The skill must never guess a board id.
Usage
/productivity-sync # delta sync (since cursor)
/productivity-sync --brief # pre-meeting only (calendar + local context, next 24h)
/productivity-sync --deep # delta sync + chat / sent email / docs scan
/productivity-sync --full # ignore cursor, wide-window sync (recovery / first run)
Flag mutual exclusion:
--brief and --deep are mutually exclusive: if both are passed, emit "--brief and --deep cannot be used together" and exit without running.
--brief and --full are mutually exclusive: if both are passed, emit "--brief and --full cannot be used together" and exit without running. (--full resets cursor state; --brief is read-only preparation.)
--deep and --full are compatible: --full resets cursor state (wide-window invalidation), --deep expands connector scope to chat / sent email / docs. Both flags can be passed together.
Pre-flight (30s connector check)
Before any sync work, probe each declared connector and surface the result in one terse table so the user sees coverage upfront — not buried in the final report.
For each connector in .productivity.yml:
Connector value
Probe (cheap, <1s each)
microsoft-365 (calendar/email)
Confirm an mcp__* Microsoft Graph tool is loaded; if not → ❌
google-calendar / gmail
Confirm gcal_* / gmail_* MCP tool is loaded; if not → ❌
gog
which gog >/dev/null AND <connector>-account set in .productivity.yml → ❌ if either fails
jira
Confirm mcp__*jira*search* tool is loaded; if not → ❌
notion / confluence (knowledge-base or transcriptions)
Confirm mcp__*notion* / mcp__*confluence* tool is loaded; if not → ❌
slack
Confirm mcp__*slack* tool is loaded; if not → ❌
teams (local cache)
~/.claude/skills/teams/.venv exists → ⚠️ "run bootstrap.sh" if missing; else teams_cli.py doctor --json returns ok → ❌ if not
imessage
Confirm mcp__*imessage*sync_archive OR ~/.claude/skills/imessage-reader/scripts/query-imessage.ts exists; if neither → ❌
github
gh auth status exits 0; if not → ❌
none
Skip silently — not an error
Do not make a real API call here. Tool-presence + auth-presence only. The full availability check still happens per-step (per productivity-connectors skill).
Output — one compact table before any sync begins:
Pre-flight (2026-05-11 13:15):
✅ project-tracker (jira)
✅ knowledge-base (notion)
✅ github (gh authed as nathanvale-bunnings)
❌ calendar (microsoft-365) — no Graph MCP tool loaded; skipping
❌ email (microsoft-365) — no Graph MCP tool loaded; skipping
✅ chat (teams local cache)
Proceeding with 3 of 6 declared connectors. Continue? [Y/n]
Rules:
If --brief was passed, probe calendar normally and probe transcriptions as cheap informational tool/auth presence only. The transcriptions probe must not search, fetch, or inspect transcript metadata. All other connectors are shown as ⏭ skipped (brief mode) in the pre-flight table. This is not ❌, not an error, and does not prompt for skipped connectors.
If --brief was passed and calendar is ❌, exit clearly with no prompt: "Calendar unavailable, cannot build Brief Run. Run full sync or fix calendar connector."
If --brief was passed and transcriptions is ❌, show it as ⚠️ transcriptions (...) - unavailable, ignored in brief mode and continue without prompting.
If --brief was passed and calendar is ✅, continue after pre-flight regardless of skipped connectors and transcriptions warning state.
For non-brief runs, if ≥1 probed connector is ❌, pause and ask the user before proceeding (single y/n prompt). Reason: silent partial syncs hide drift; the user should consciously accept reduced coverage. Brief Run handles calendar and transcriptions failures with the two rules above.
If all declared connectors are ✅, print the table and continue without prompting.
If --full was passed, still run pre-flight — the cursor reset doesn't fix a broken connector.
For non-brief runs, persist the pre-flight result into the cursor's connectors.<name>.{ok,error} so the next run knows last-known state without re-probing. Brief Run does not persist pre-flight results.
Repeat-failure escalation: for non-brief runs, when a connector has been ❌ for 3+ consecutive runs, append a consecutive_failures: N count to its cursor entry and surface it in the pre-flight table as ❌ <connector> (Nth consecutive run). After 3 runs, also add a one-line recovery hint to the pre-flight prompt (e.g. "M365 has been down 3 runs. Consider running claude mcp list to confirm the Graph MCP is loaded"). The prompt itself stays terse; the hint is a single line added beneath the table only when the threshold is hit. Don't repeat it every run after that. Keep nagging signal-to-noise high.
Keep it terse: one line per connector, no recovery suggestions in the table. Recovery advice belongs in the final report, not here (exception: the repeat-failure hint above).
Anti-patterns:
❌ Making real API calls to "verify" connectivity (slow, rate-limit risk)
❌ Burying connector status only in the final report (user finds out after 60s of work)
❌ Failing the whole sync because one connector is down (graceful degradation is the point)
❌ Re-probing connectors that were ✅ <5 minutes ago in a same-session re-run (use the cursor)
Default Mode
1. Load Current State
Read TASKS.md and memory/ directory. If they don't exist, suggest /productivity-setup first.
If ~/.config/memory/AGENTS.md exists, resolve the owning repo first and treat that repo as the local task and memory surface.
Re-surface deferred action items: After loading the cursor (Step 1a), check cursor.pending. If any entries exist, they will be presented at the start of the triage pass (before new action items from this run). Each deferred item is labelled "Deferred from YYYY-MM-DD: <text> (originally suggested: <routing>)".
Auto-expiry on re-surface: Before presenting a pending item, check its defer_count:
If defer_count >= 2: do not present a triage question. Remove the entry from cursor.pending immediately. Add an informational line to the Step 9 report: "Expired (deferred 3x, never applied): <text> (source: <meeting>)". No user action required. (Rationale: the item has been deferred twice already; the 3rd re-surface fires expiry without re-presenting.)
Expiry fires only on re-surface at the triage pass, not at cursor load alone and not on a 4th user deferral mid-triage.
If the deferred item's source meeting file no longer exists, re-surface it with a "(source file no longer exists)" note appended to the text. Still offer the same triage options.
1a. Load the sync cursor
Read .productivity-sync-cursor.json from the owning repo root. This file persists per-connector "last successful sync" timestamps so each connector queries only what's changed.
connectors.<name>.run_history — rolling 7-entry success/failure log per connector:
{ run_at: "<ISO-datetime>", ok: boolean }[]
Max 7 entries. Drop the oldest entry before appending if the array already contains 7 entries. Initialise as [] when key is missing (first run after schema upgrade). Written in the same atomic cursor pass as last_sync.
{
id: string, // hash of owner+verb_object+source — stable across re-extractions
owner: string, // always "Nathan" for self-commitments
text: string, // full commitment sentence
verb_object: string, // extracted action (e.g. "send the onboarding bundle to Kerry")
deadline?: string, // ISO date if a deadline was found
source: string, // path to meeting note or chat source
extracted_at: string, // ISO datetime of extraction
status: "open" | "resolved" | "dismissed",
resolved_at?: string, // ISO datetime when resolved
dismissed_at?: string, // ISO datetime when dismissed
deferred_until?: string // ISO datetime of snooze expiry (for dropped-ball deferrals)
}[]
Target cap: 50 open entries. Prune resolved and dismissed entries first when the array grows; never silently drop open entries. If open entries exceed the cap, keep them all and surface a "commitment ledger over cap" note in the report.
{
id: string, // hash of text+source_meeting
text: string, // original action item text
source_meeting: string, // path to originating meeting note
routing_suggestion: string, // original suggested destination
defer_count: number, // starts at 1, incremented on each re-deferral
deferred_at: string // ISO datetime of most recent deferral
}[]
Items auto-expire when defer_count >= 2 at re-surface time (see auto-expiry rule above in section 1). The 3rd re-surface fires expiry after the item has been deferred twice. Cap: ~10 items (they expire within 3 syncs by design).
post_run_drift_check (top-level) — training-wheels state for the post-run TASKS.md drift recheck (see Step 11):
{
enabled_until: string, // ISO date; while now < enabled_until, the post-run check runs
first_enabled_at: string, // ISO date when the check was first enabled
consecutive_clean_runs: number, // starts at 0; increments each clean run; resets to 0 on drift
last_sentinel_seen: string // version sentinel of SKILL.md the last time the check ran
}
Auto-disable when either condition holds:
now >= enabled_until (the 14-day window has elapsed), OR
consecutive_clean_runs >= 6 (six successful drift-free runs — training wheels off early)
Auto-re-enable when SKILL.md's current post_run_drift_check_sentinel differs from last_sentinel_seen (the skill was healed again; re-run training wheels on the new ruleset).
Current sentinel:v2-2026-06-01. Bump this string in SKILL.md (search anchor: post-run-drift-check-sentinel:) whenever the post-run drift check's logic or scope changes — the bump re-enables training wheels for one fresh 14-day window on the next run.
Cursor migration note: When commitments, pending, or post_run_drift_check top-level keys are absent, or run_history is absent from a connector entry, initialise them in memory with empty arrays / objects. For post_run_drift_check, the initial shape on first run after a sentinel-bump is:
{"enabled_until":"<now + 14 days, ISO>","first_enabled_at":"<now, ISO>","consecutive_clean_runs":0,"last_sentinel_seen":"<current sentinel from SKILL.md>"}
Write the initialised shape in the next normal (non-brief) atomic cursor write. No explicit migration step required.
Parse-error recovery: If JSON.parse of the cursor file throws (truncated bytes, manual edit corruption, OS crash between flush and rename), treat the cursor as missing for this run (wide-window fallback per Step 1a). Emit one line to the report: cursor file malformed: treating as first run. Rename the corrupt file to .productivity-sync-cursor.json.corrupt.<iso-timestamp> before writing the next clean cursor. The rename preserves the corrupt content for post-mortem without blocking sync continuation.
Git forge cursor migration (R5 / R7):
Read path — if connectors.github exists and connectors.git_forges is absent, migrate the legacy entry into the new shape in memory only, then write under the new shape; the legacy connectors.github key is dropped on first successful write. Choose the migration target forge name as follows:
If .productivity.yml's git: map declares exactly onetype: github forge, migrate into that forge's name (preserves consecutive_failures history against the user-declared name).
If .productivity.yml declares zerotype: github forges but the legacy github: block triggers the back-compat shim, migrate into github-default (matching the shim's synthesised name).
If .productivity.yml declares multipletype: github forges, migration is ambiguous — write under github-default with ok: false, error: "legacy cursor migration ambiguous (multiple github forges)" and surface a pre-flight error asking the user to manually rename the cursor entry. Do NOT silently pick the first one.
No legacy-key retention. The atomic write below provides the crash-safety guarantee on its own. A mid-rename crash leaves the original cursor file intact (the rename either fires or it doesn't), so the next run re-reads the legacy shape and re-migrates. No two-write state machine, no retention bookkeeping.
Write atomicity — cursor writes always serialise to <cursor>.tmp first, then atomic rename() to the real path. consecutive_failures history is preserved across crashes because the original file never enters a partial state.
Deprecation note throttling — on the first migration cycle, write a mandatory sentinel connectors.git_forges._migrated_from_legacy_github: <iso-date>. The deprecation note (recommending the user move github: → git: in .productivity.yml) fires once per cursor cycle, gated on this sentinel being absent before the run. Mandatory, not optional.
Per-forge keying — each entry under connectors.git_forges is keyed by the forge name from .productivity.yml's map. Allowed fields per forge: , , , , . Same shape as today's per-connector entries, just one level deeper.
Behaviour:
First run or missing file — treat as a wide-window sync. Default fallback windows (also used when a connector has ok: false from the previous run):
Calendar: past 2 days + next 3 days (current default)
Email: unread + last 7 days
Messages / chat: last 7 days
Meetings: last 2 days
Project tracker: updated >= -7d
GitHub: updatedAt >= -7d
Subsequent runs — pass since: <last_sync> (or the equivalent JQL / --search clause) to each connector. Always apply a 1-hour overlap (subtract 1h from cursor) to absorb clock drift and late-arriving events. iMessage's sync_archive already does this internally — match its pattern for the others.
Per-connector independence — a Jira failure doesn't reset the GitHub cursor. Only update each connector's last_sync when that connector completed successfully. Persist ok: false plus error: "<short reason>" on failure so the next run knows to widen its window.
Bounded growth — cursors only ever store a single timestamp per connector. The file stays tiny (~500 bytes).
At skill end, for each connector that completed without error, set connectors.<name>.last_sync = now and ok = true.
For each connector that errored, leave last_sync unchanged (so next run retries the same window) and set ok = false, error = "<reason>".
If --deep was used, also bump last_full_sync so deep-mode-specific cursors (chat 7d, sent email) shift forward.
For each connector that ran or failed pre-flight during a normal sync, append { run_at: now, ok: <true/false> } to connectors.<name>.run_history. Drop the oldest entry before appending if the array already contains 7 entries. Track git forge health per declared forge name under connectors.git_forges.<forge-name>.run_history, surfaced as labels like git.bitbucket-monash. Track knowledge-base and transcriptions separately. --brief mode must not append to run_history for any connector. Brief runs are not consumed sync windows.
Write commitments and pending arrays in the same atomic pass: any new commitment entries appended during this run are flushed here; any pending mutations (new deferrals, expiry removals) are flushed here.
Write atomically: serialise to .productivity-sync-cursor.json.tmp, then mv over the real file. Avoids a half-written cursor if the skill is interrupted.
Never write the cursor on user abort (e.g. --dry-run or user said "no, don't apply"). Cursor advance = "we successfully consumed this window," not "we ran the skill."
Invalidation triggers — force a wide-window run regardless of cursor:
User passes --full flag (e.g. /productivity-sync --full)
The file is older than 7 days (treat as stale; user probably skipped a week)
Connector's previous run had ok: false
Connector's MCP tool name changed (cursor pre-dates the rename)
Forge auth field changed since the last successful run (e.g. auth: env upgraded to auth: bb-pr-plugin). Detect by comparing the current .productivity.yml's forge auth value against the cursor's last recorded value; cache the auth value per forge in connectors.git_forges.<name>.last_auth on each successful write. last_auth is a new optional field on each git_forges entry, default unset.
Why a file, not memory: the skill must survive across sessions. memory/ is wrong (durable knowledge, not state). TASKS.md is wrong (human-edited). A dot-file at repo root is the right surface — .gitignore it so the cursor doesn't churn git.
Before writing the cursor file for the first time, append .productivity-sync-cursor.json to .gitignore if not already present. Verify the append succeeded before proceeding to the cursor write. The gitignore update must precede the first cursor write so the file never appears as a tracked candidate.
2. Sync from Connected Sources
Read .productivity.yml and sync each declared connector. Reference the productivity-connectors skill for tool name mappings. If a declared connector's MCP tool is unavailable, skip with a note.
--brief mode: Brief Run gating: When --brief is active, run calendar only after pre-flight and build the pre-meeting brief from calendar plus already persisted local context (TASKS.md, memory/, and existing docs/meetings/). Transcriptions are pre-flight awareness only: do not search, fetch, inspect transcript metadata, create meeting notes, extract transcript actions, or enrich people notes. All other connectors are skipped silently. No error, no prompt. The pre-meeting brief section is the only output (Step 9 is gated accordingly). --brief is read-only: do not advance last_sync, append to run_history, update ok, or mutate consecutive_failures for any connector, including calendar and transcriptions. Rationale: brief mode prepares from local context but does not consume any external sync window. After rendering the pre-meeting briefs, check the stale-cursor trailer (see Step 9 --brief report section).
Calendar (if configured):
Window: since = max(cursor.calendar.last_sync - 1h, now - 2d), plus next 3 days. Cursor narrows the past side; future is always +3d.
Extract meeting titles, attendees, and notes
Surface action items from meeting descriptions
Pre-meeting prep brief (next 24h only) — for each meeting in the next 24 hours, build a one-paragraph brief the user can read before walking in. The morning sync becomes the standup brief; the afternoon sync warms you up for tomorrow's first meetings. Detail in substep below.
Pre-meeting prep brief
For each calendar event in the next 24 hours that meets all of these:
Not declined
Not all-day
Not a recurring focus block / no-meeting block (heuristic: title contains "focus", "DND", "block", or organiser = self with no other attendees)
…assemble a brief in this shape:
### Tue 14:00 — Blackhawk catch-up (Tanya)
Attendees: Tanya Hopmans, Sonny Hartley, Nathan
Last interaction with Tanya: 4 days ago (May 7 standup — flagged voucher data field audit)
Open threads (TASKS.md / memory):
- 🟡 Watch: Blackhawk barcode/UPC check-digit confusion (sprint-24.md risks)
- ⏸ Watch-list: POS-3877 CuC API auth — pull-in candidate now 1.4 ships
Suggested talking points:
- Voucher 1.5 UAT progress
- Whether barcode confusion is resolved before Lithocraft run
Last meeting note: docs/meetings/2026-05-07-team-standup-meeting.md
Assembly rules — keep it tight:
Header — ### <Day HH:MM> — <Title> (<organiser-or-key-attendee>). One line.
Attendees — full names resolved via memory/people/ and memory/glossary.md. Limit to 5 names; if more, suffix + N others. Skip attendees you've never interacted with (no people-note + not in glossary).
Last interaction with key attendee — derived from memory/people/<person>.md## Signals section's most recent entry. Format: "N days ago ( — )". Skip if the person has no people-note or zero signals.
Open threads — grep TASKS.md + active project memory files for entries that mention any attendee, any keyword from the meeting title, or any topic linked from the meeting description. Cap at 3 items. Prefer items in 🟡 Watch / Blocked, 🔗 Dependencies, ⏸ Watch-list over 📋 Backlog.
Suggested talking points — 2 max, derived from open threads. Skip if the open-threads section was empty.
Last meeting note — most recent docs/meetings/*.md file that mentions a key attendee or the meeting title. Skip if none found in the last 30 days.
Heuristics for "key attendee":
The non-self attendee with the most signal entries in memory/people/
Tie-breaker: alphabetical
1:1s — easy: the other person
Standups / large meetings — pick the organiser if not self, else the highest-signal attendee
If all attendees have zero signal, skip the "Last interaction" line entirely
Routing rules — choose where to surface:
All briefs go in the report (Step 9) under a new section ### Today's meetings (next 24h) — this is the morning standup brief
Optionally persist to ~/.claude/cache/productivity-sync-briefs-<date>.md (matches the existing kickoff-drafts cache pattern from new-sprint Step 11). User can re-open without re-running sync.
Never write briefs to TASKS.md or repo files — they're ephemeral, regenerated each run
Skip conditions:
No meetings in the next 24h → render *No meetings in the next 24h.* under the heading, don't omit
All meetings are focus blocks → same
Calendar source is unavailable → skip silently (this is a value-add layer; calendar's main job is event sync)
Cross-cutting integrations (already built, just reuse):
People-note ## Signals reads — the same surface productivity-sync already writes to via apply-person-update.ts. Pre-meeting prep is the read-back of that data, finally giving the people-notes a daily payoff.
TASKS.md grep — same parsing the action item write-back uses.
Meeting note glob — same as Step 2 substep 2.
Anti-patterns specific to this brief:
❌ Generating a brief for every event including focus blocks, DNDs, and own-calendar-blocks (the filter exists for a reason)
❌ Surfacing more than 3 open threads per meeting (the brief becomes wallpaper if it's long)
❌ Persisting briefs to TASKS.md or memory files (they're ephemeral)
❌ Inventing "talking points" with no grounding in actual TASKS.md / memory entries
❌ Resolving attendee names by guessing — only via memory/glossary, fall back to the raw email address
Email (if configured):
Window: since = cursor.email.last_sync - 1h (fallback: unread + last 7d)
Scan inbox messages updated in window — treat unread as a stronger signal but include read-then-replied threads
Extract action items and commitments received
Note senders for people cross-referencing
Messages (if configured -- messages: imessage in .productivity.yml):
Prefer MCP tools when plugin:imessage is available; fall back to CLI if not
Cursor-based with 1-hour overlap safety — persists markdown, manifest, and cursor automatically
Returns commitment_candidates directly in the response
Cross-reference senders against memory/people/ in the owning repo
For durable people updates, prepare structured JSON and call ~/.claude/skills/people-enrich/scripts/apply-person-update.ts
Present returned commitment_candidates as "Possible Missing Tasks (from Messages)" for user triage
If commitments have actionable follow-ups and the chat is allowlisted, offer to reply via reply(chat_id, text)
If owner_status is ambiguous or unknown, ask before writing to any repo task surface
Write tasks and memory updates to the owning repo, not back into the raw corpus repo
Never copy raw message bodies into my-second-brain
CLI fallback:bun run ~/.claude/skills/imessage-reader/scripts/query-imessage.ts sync --save-dir ~/code/personal-messages/docs/messages/imessage
Chat (if configured -- chat: teams / chat: slack in .productivity.yml):
Chat is now part of default mode when configured. Reasoning: in projects where chat: is the primary directive channel (e.g. Bunnings POS Yellow → Teams), the most load-bearing decisions land there. Gating chat behind --deep means daily sync misses Sonny's "POS-4058 outranks POS-3867" until you remember to run deep mode.
Window — narrower than deep mode:
Default mode: since = cursor.chat.last_sync - 1h (fallback: last 24h). Tight window — chat is high-volume, low signal-per-message.
Deep mode (see below): expands to 7d for retrospective scan.
Sources by chat: value:
chat: teams — Microsoft Teams via the local teams skill (~/.claude/skills/teams), which reads the on-machine Teams v2 IndexedDB cache read-only (no Graph API, no Notion, no network to Microsoft). Dispatch via its CLI (skills/teams/.venv/bin/python skills/teams/scripts/teams_cli.py <command> --json):
Windowed pull:digest --hours <N> --json where N = hours since cursor.chat.last_sync (fallback 24). This is the default-mode chat window. Each message object in data[] carries time (ISO timestamp), author (display name), creator_mri (stable identity — use this for attribution), content (message text), conversation_id, from_me, and message_id.
Ticket cross-reference: for each POS-NNNN in the active sprint, ticket POS-NNNN --json returns every mention chronologically — more reliable than substring search. Treat an empty data[] as "no mentions cached" (normal — older tickets predate the cache window), not an error.
Attribution: read creator_mri from the JSON, never author — display names collide. This is load-bearing given the two-Nathans split (see project_gift_card_api_backend_pod.md); Nathan Vale and Nathan Liu appear in the same digest with distinct MRIs (Vale = 8:orgid:f8e08355-…, per the store's whoami). Run disambiguate "Nathan" / whois <query> if an MRI is unfamiliar, before ledgering any commitment.
Freshness: the newest messages lag until Teams flushes its LevelDB memtable — keep Teams running for a current cache; a missing recent message is usually lag, not absence.
Falls back to skip-with-note if .venv is missing (bootstrap.sh not yet run) or doctor reports the store unavailable.
Indexing order (fast path first): if this run will use qmd search/qmd query over the corpus (deep mode, or any historical lookup), run teams sync (BM25-only, fast) before chat extraction so keyword search is live. Do embed vectors here — the vector pass is slow and is deferred to the end of the skill (see the closing "Refresh vectors" step). Default-mode / read the live cache directly and need no at all.
Transcript detection — route to Meetings persistence FIRST (load-bearing):
Before extracting any signals, classify each chat-path result:
Result shape
Examples
Route
Meeting transcript
Notion page with <meeting-notes> block, ### Action Items H3, attendee list, <transcript> reference, or Notion AI summary of a Teams/Zoom recording
Route to Meetings substep (above). Persist docs/meetings/YYYY-MM-DD-slug.md BEFORE extraction. Then return here for any non-meeting-format signals (rare).
Chat message / DM / channel post
One-shot Teams message, Slack message, DM thread reply
Stay in Chat substep. Extract per the signal-class table below.
Detection heuristics (any one is sufficient):
Notion result has <meeting-notes> XML wrapper
Notion result title matches @Today HH:MM, Daily Standup, <event-name> - Event instance, or contains (GMT...) timezone tag
Notion result has ### Action Items H3 with - [ ] checkboxes
Notion result has an attendee list block or <transcript> tag
Result spans >5 minutes of speech (length signal — chat messages are short)
The contract is identical to the Meetings substep: persistence is mandatory; extraction is forbidden until the docs/meetings/ file exists; "skip extraction" never means "skip the file." A transcript surfaced via the chat path is still a transcript — it carries the same evidentiary value and the same future-sync-invisibility risk if not persisted.
Per-message extraction (each message in window — chat-message results only):
For each message, decide if it carries a directive or commitment worth surfacing. Three signal classes:
Signal
Pattern
Action
Ticket-key directive
Mentions POS-NNNN + verb phrase ("pull in X", "park X", "X outranks Y", "let's hold X", "pick X first")
Propose TASKS.md update or sprint-doc Decisions Locked entry
Dependency
Someone else promises work Nathan is waiting on
Propose TASKS.md 🔗 I'm waiting on / dependency update
Commitment
"@Nathan can you ...", "Nathan to ...", or first-person "I'll ..." / "I'll send ..." / "Will do X by Y" sent by Nathan, with a concrete verb-object
Propose self-owned action item via the write-back flow
Commitment ledger extraction (chat): For each message where sender metadata confirms Nathan is the speaker, check for first-person patterns (I'll ..., I will ..., I have ...) with a concrete verb-object. Do not ledger vague acknowledgements such as "I'll check", "I'll look", or "will do" unless source context supplies the concrete action object. Only ledger commitments when sender identity is unambiguous. Do not ledger based on message content alone when sender is unknown or ambiguous. Other people's promises are dependencies, not commitments, and do not enter cursor.commitments. Capture: owner ("Nathan"), verb-object, deadline (any by <date/day> phrase near the commitment), source (chat message timestamp or thread URL). Write to cursor.commitments per the schema in Step 1a. Deduplicate by id (hash of owner+verb_object+source). Do not require user confirmation for ledger writes because the ledger is sync state; the user reviews ledger entries via "Dropped balls" in the report before any task or memory write.
Filter aggressively — chat is high-volume:
Drop reactions / acks / pure social messages
Drop messages already captured in docs/logs/*.md (the project already has a manual capture flow for big directives — match by date + speaker + ticket key)
Drop messages from yourself unless they're commitments (rule above)
Drop messages in channels not relevant to the project (use .productivity.yml channel allowlist if present, else just the configured project's channels)
Cross-reference rules:
Ticket-key mentions — for every POS-NNNN found, check if the ticket appears in TASKS.md. If yes and the message implies a status change ("done", "merged", "in test"), surface as drift. If no and the directive is "pull in", first verify the ticket is in the open sprint. If yes, propose adding to 🔥 Now. If no, surface as an "Ask " question — never propose a Watch-list write. TASKS.md is sprint-only.
Verbatim quote capture — for high-stakes directives ("X outranks Y", "deadline is Friday"), preserve the exact quote with speaker + timestamp. Match the existing feedback_verify_quote_speaker_with_nathan.md rule — surface back to user before writing it into a sprint doc.
Multi-channel duplication — same directive in DM + channel = single ask, not two.
Transcript misclassification — if any one of the transcript-detection heuristics above hits, route to Meetings persistence BEFORE extraction. Never extract action items from a meeting transcript via the chat path. Even if the signals look identical to chat directives, the source has different evidentiary weight and must land in docs/meetings/ first.
Output format — terse, grouped by signal class:
Chat directives (Teams, since 2026-05-08 07:20)
Ticket directives (1):
Sonny → Nathan, Wed 14:32 (DM): "POS-4058 / POS-4059 are more important than POS-3867 / POS-3795. As they're not ready, pick the others first."
→ Propose: add to memory/projects/sprint-24.md Decisions Locked
Dependencies (1):
Josh → Nathan, Tue 11:08 (POS Yellow channel): "I'll get the Octopus pipeline change in by EOD"
→ Already in TASKS.md 🔗 I'm waiting on ✓
Surface new contacts not in memory/people/ using list_contacts()
Full AI analysis of returned message threads for missed action items
Use search_messages for targeted follow-up queries on flagged threads
Meeting notes (if transcriptions: configured — falls back to knowledge-base: if not):
Connector routing: Read transcriptions: from .productivity.yml first. If set, use that connector and tool. If absent, fall back to knowledge-base:. For most projects where Zoom auto-transcribes into Notion, transcriptions: notion + transcriptions-db: collection://... is the correct setup — Confluence is for doc lookup, not transcripts.
Persistence is mandatory. Every raw meeting transcript in window must produce a docs/meetings/YYYY-MM-DD-slug.md file in the owning repo (or be explicitly skipped to a non-owning repo) before any signals from that transcript are extracted into TASKS.md or memory. The transcript is the canonical source — losing it because "I already pulled the action items" is a contract violation, even if the resulting TASKS.md edits look complete.
This substep runs even when calendar is ❌. Calendar enriches matching (attendee names, event titles); without it, fall back to the transcript's own title and the speakers heard in the content. Do not skip meeting-note creation just because calendar is down.
Get calendar events (optional enrichment) -- If calendar is available, query the past 2 days of events and filter out declined / all-day items. Used for attendee resolution and title matching. If calendar is ❌, skip this step and treat every transcript in window as a candidate.
Check for existing notes -- Glob docs/meetings/YYYY-MM-DD-*.md for each date. Skip any event that already has a notes file (match by date + slug, or by checking the transcription frontmatter field for the same Notion page ID).
Find transcriptions -- Search the transcriptions connector (see routing above) for meeting transcriptions created within the sync window:
If transcriptions: notion and transcriptions-db: is set: call mcp__notion__notion-search scoped to data_source_url: <transcriptions-db value> with created_date_range matching the window. This prevents pulling transcripts from other teams in the same Notion workspace.
If transcriptions: notion and no transcriptions-db:: call mcp__notion__notion-search with a title/content query + date filter. Less precise — may surface other teams' meetings.
If transcriptions: confluence: use mcp__mcp-atlassian__confluence_search with CQL date filter.
3a. Skip-rule classifier (fail-closed, mandatory before triage) -- For each transcription returned by substep 3, classify it against the project's documented skip rules BEFORE surfacing it to the user or any downstream substep. The classifier must fetch transcript content, not rely on title or summary metadata.
What counts as a skip rule: any feedback_skip_* memory note in ~/.claude/projects/<project>/memory/ (e.g. feedback_skip_monash_meetings_entirely.md) whose body documents content-based exclusion for the current project. The classifier loads these once per run and builds a signal list per rule:
For each skip-rule note, extract the documented trigger signals (named people, project codes, domain terminology). The Monash rule's signals are: SLO2, SLO4, SFA, Ellucian, BSA, Banner, FlyWire, OCI, Ashwini, Rita, Nandini, Zai, Kerry, plus any other markers the rule names.
How to classify:
Call mcp__notion__notion-fetch with include_transcript: true on the page ID. Use the <transcript> block, not the <summary> block — the AI summary can omit out-of-scope signals (Monash names, project codes), making in-scope misclassification more likely. The full transcript is the only reliable router.
Scan the transcript text for any signal from any skip rule (case-insensitive, word-boundary match).
If ≥1 signal matches: tag the transcript skip: true, record skip_reason as "<rule-name>: signals matched [<signal1>, <signal2>, ...]", and remove it from the candidate set for substeps 4-7. Add it to the Step 9 report as Skipped per <rule-name>: <transcript title> (signals: <signal list>).
If 0 signals match: pass through to substep 4.
Hard rules:
The classifier MUST run before any user-facing AskUserQuestion about transcript routing. A skipped transcript should never appear in a triage prompt.
The classifier MUST use the raw <transcript> block, not the <summary> or page title. Surface metadata is unreliable for routing: a Monash sprint discussion can be titled "@Today 4:01 PM (GMT+10)" with no domain markers visible until the transcript loads.
Skip-classification is content-based, not source-based. Do not assume "this came from the project's transcriptions-db so it must be in scope" — the same workspace can hold transcripts for multiple engagements when calendars overlap (e.g. Nathan's POS Yellow + Monash parallel work per project_monash_parallel_engagement.md).
If include_transcript: true returns an empty <transcript> block: do NOT default to "in scope." Default to skip with reason "transcript unavailable for classification" and surface to the user as ⚠️ Could not classify <title> — transcript empty. Treat as skip until manual review. Fail closed, never open.
Why this exists: discovered 2026-05-29 — a Monash transcript was surface-classified as POS Yellow because its title was @Today 4:01 PM (GMT+10) and its preview mentioned "sprint management and ticket tagging" (a phrase that fits multiple engagements). The skill asked the user whether to persist/extract; the user said yes; the downstream persist sub-agent fetched the full transcript, hit Monash signals, and correctly refused. The user-facing decision was made on top of a wrong route. The fix is to run the content-based classifier upstream so wrong routes never reach the user.
Match transcriptions to events -- Match by time alignment: extract the time from the transcription title (Notion auto-transcripts use @Day HH:MM (GMT+TZ) titles) and match to the calendar event whose start time is closest (within 15 minutes). Confirm by checking that the raw transcript content mentions keywords from the calendar event summary.
Once matched, extract the authoritative participant list from the calendar event's attendees array (filter out room resources and declined invitees). This is the ground truth for who was in the meeting. The Notion-generated title and transcript speaker names are unreliable for this — Notion AI names the page from the meeting topic, not the participants, so a 1:1 between Nathan and Pri about Nithin's work gets titled "Nithin & Prave". Calendar attendees do not have this problem.
If calendar is ❌ (no match found), fall back to transcript speaker names with an explicit warning in the meeting note: <!-- attendees: unverified — calendar unavailable, derived from transcript speakers -->.
Create meeting notes -- For each matched event, fetch the raw transcript content:
If transcriptions: notion: call mcp__notion__notion-fetch with include_transcript: true on the page ID. Use only the <transcript> block — never the <summary> block. The summary is Notion AI generated and unreliable (name misattributions, missing context). The raw transcript is the authoritative source.
Read the project's meeting template (typically Templates/meeting.md) and create docs/meetings/YYYY-MM-DD-slug.md.
Frontmatter title: use the calendar event summary field, not the Notion page title. Notion auto-titles pages as @Day HH:MM or generates a title from the transcript topic — neither is reliable as a meeting name.
Frontmatter attendees: use the calendar attendee list from step 4, resolved to full names via memory/glossary.md and memory/people/. Never derive the attendees list from the Notion title or transcript speaker names.
Store the source Notion page ID in the transcription: frontmatter field — used to skip reprocessing on subsequent runs.
After the meeting note file is confirmed written, run the transcript enrichment pass before action-item extraction:
Extraction rules (run before asking the user):
Notion meeting notes use a ### Action Items H3 with - [ ] checkboxes. Local meeting templates use the same convention. Parse both.
For each item, extract:
owner — the named person (Nathan to ..., MJ to ..., Team to ...). If unattributed, default owner = unknown.
verb + object — the action itself (respond to Box file sharing, re-test POS-4038).
deadline — explicit dates (by Friday, before regression) or relative phrases. Normalise to absolute date when possible.
ticket key — any POS-NNNN (or configured ticket-prefix-NNNN) mention in the surrounding bullet.
Filter out items where owner != currentUser AND there's no Nathan / me mention nearby. Other people's actions are tracked in the 🔗 Dependencies → I'm waiting on section, not as your own todos.
Deduplicate against TASKS.md by fuzzy match on the verb+object string. Skip items that already appear in 🔥 Now, 🎯 Ordered queue, or any project file's open-checkbox list. Do NOT assume TASKS.md has a 📋 Backlog or ⏸ Watch-list section — these are anti-patterns per Sonny's Operating Manual rule "sprint board is the source of truth." If a ticket isn't in sprint, Jira's backlog is its home, not TASKS.md.
Ticket key verification gate (mandatory before any durable write):
Notion / Teams / Zoom transcripts are unreliable for ticket numbers. Speakers misremember keys, transcribers mishear digits (4154 ↔ 4155 ↔ 4145), and verbatim quotes captured by Notion AI carry the same errors forward. Before writing a transcript-extracted ticket key into TASKS.md, meeting notes' Action Items, or memory/projects/*.md:
Cross-check every extracted ticket key against the open-sprint query results from the project-tracker step (above). The result is one of:
Match + assignee = currentUser → safe to write as a Nathan-owned commitment.
Match + assignee ≠ currentUser → owner mismatch. The transcript attributed the ticket to the user, but Jira shows someone else owns it. Surface verbatim quote + Jira ground truth side by side; ask the user to confirm before any write. The Jira owner usually wins — transcripts are lossy.
No match in open-sprint → either (a) the ticket key was mis-transcribed, or (b) the ticket isn't filed yet. Run a targeted lookup (key in (POS-NNNN-1, POS-NNNN, POS-NNNN+1)) to test for an adjacent-digit mishear before concluding the ticket doesn't exist. If still no match, surface as "ticket key TBC — transcript said <key>, Jira has no such ticket" and do not commit the key into 🔥 Now. Use a placeholder like (ticket TBC — to verify with <owner>).
Never copy a verbatim transcript ticket key directly into a durable write without running step 1, even when the transcript is clear. The verification cost is one extra Jira call; the cleanup cost when a wrong key lands in TASKS.md is much higher (it propagates into PR descriptions, commit messages, and follow-up meeting notes).
The Notion AI ### Action Items summary is doubly suspect — it both inherits speaker misattributions AND can hallucinate ticket keys that weren't in the raw transcript. Always run verification against the raw <transcript> block, then verify the key against Jira. Two gates, not one.
Anti-pattern this gate prevents: anchoring a Nathan commitment to a ticket key that's actually owned by another team member or doesn't exist yet, because the transcript said it confidently.
Routing rules — pick destination before asking:
Item shape
Destination
Has a sprint-active ticket key (verified against open-sprint query)
🔥 Now section under that ticket's existing entry, or as a new entry if none
Has a ticket key, NOT in active sprint
❓ Ask <PM> section as a pull-in question. Never write to 🔥 Now. Even if the transcript says "Nathan to start X" — if X isn't in sprint, surface the conflict to the user before any write
Has a ticket key that doesn't exist in Jira
Surface as "ticket key TBC" — see ticket-key verification gate
No ticket key, fits an active project
memory/projects/<project>.md under an ## Open follow-ups section
No ticket key, no project anchor, non-sprint work
Surface to user — ask whether to write at all. Do NOT auto-route to 🔥 Now
No ticket key, no project anchor, clearly sprint-relevant (e.g., logistics, deploy step)
TASKS.md 🔥 Now as a free-text item
Cross-project commitment to a person
memory/people/<person>.md## Open Threads section
Personal / non-work
Skip — surface to user, don't write to repo task surface
Ask the user (batched ≤4 per AskUserQuestion call):
Present deferred items from cursor.pendingbefore new action items from this run, so the user clears backlogs before adding new work.
For each routed item (new or re-surfaced deferred), present four options:
"From May 7 standup: 'Nathan to respond to Box file sharing process for extension handoff'
Suggested destination: TASKS.md 🔥 Now (no ticket key, no clear project anchor)
(a) Apply as suggested
(b) Different destination: → memory/projects/monash.md / memory/people/daniel-waghorn.md
(c) Skip — already handled / not actionable
(d) Defer to next sync"
For re-surfaced deferred items, label them: "Deferred from YYYY-MM-DD (deferred N time(s)): ..." so the user sees the defer history.
When the user selects (d) Defer to next sync: write (or update) the item in cursor.pending:
For a new item: { id: hash(text+source_meeting), text, source_meeting, routing_suggestion, defer_count: 1, deferred_at: now }
For a re-deferred item: increment defer_count, update deferred_at: now
Do not write to TASKS.md or any memory file.
Group items by source meeting so the user sees them in context, not as a flat list.
Write rules:
Always include the source pointer in the written entry: (from docs/meetings/<file>.md, <date>)
Preserve the original - [ ] checkbox state
Append, never overwrite — write to the end of the destination section unless the user picks a specific position
For memory/people/*.md, follow the people-note contract from "People Note Writes" above — use apply-person-update.ts with structured JSON, don't freehand edit
Never auto-write — every item passes through AskUserQuestion. The skill's "never auto-add tasks or memories without user confirmation" rule applies here too.
Cross-source action items:
The same action can appear in multiple meetings (e.g. "Nathan to respond to Box" said Mon, repeated Wed). Detect by fuzzy match on verb+object across all extracted items; collapse to a single ask: "This action appeared in 2 meetings (Mon + Wed). Apply once?"
Anti-patterns specific to this substep:
❌ Writing action items directly without user confirmation
❌ Losing a triage item permanently when the user skips — offer defer instead.
❌ Using the Notion AI <summary> block as the transcript source — always fetch with include_transcript: true and use the <transcript> block. The AI summary misattributes speakers, omits context, and fabricates action items. This is a hard rule, not a preference.
❌ Classifying transcript scope (POS Yellow vs Monash vs other) from page title, page preview, or AI summary alone. The full <transcript> block is the only reliable signal source for routing. A Monash sprint discussion can look indistinguishable from a POS Yellow sprint discussion at the metadata level — both mention "sprint", "ticket", "review", "pickup". Domain signals (named people, project codes, product names) only appear reliably in the transcript body. See substep 3a above.
❌ Asking the user to route a transcript (persist+extract / persist only / skip) before running the skip-rule classifier on its content. The user-facing triage assumes the transcript is in scope for the current project. Skipped transcripts must be filtered out before the question is asked, otherwise the user makes a routing decision on top of a misclassification (e.g. saying "persist + extract" for a transcript that should never have been surfaced). Failure mode observed 2026-05-29: a Monash transcript reached the routing prompt; only the downstream persist agent's fail-closed read of the transcript prevented memory contamination.
❌ Defaulting an empty <transcript> block to "in scope" for skip-rule classification. If the transcript is empty, the classifier cannot make a defensible call — default to skip-with-warning rather than passing the transcript through. Fail closed.
❌ Re-extracting action items from already-processed meeting notes on subsequent runs (use cursor + meeting note's transcription: frontmatter ID to skip)
❌ Adding other people's actions to the user's TASKS.md (they go in Dependencies / 🔗 I'm waiting on)
❌ Filing personal-life items into work repos
❌ Extracting signals from a transcript without persisting the meeting note first — even if every signal lands in TASKS.md/memory correctly, the source transcript is now invisible to future syncs (the cursor advances past it). Always write docs/meetings/YYYY-MM-DD-slug.mdbefore extraction, and never let "the user said skip" mean "skip the file, just keep the signals." Skipping = skip extraction, keep file.
❌ Skipping meeting-note creation because calendar is unavailable — the transcriptions connector alone is sufficient. Calendar is an enrichment layer (attendee resolution, event title matching), not a prerequisite.
Project tracker (if configured -- per .productivity.yml):
Sprint-only TASKS.md contract (READ FIRST):
TASKS.md is intended to mirror the active sprint only — not Jira's full backlog. Per Sonny's Operating Manual (POS Yellow standard) and the durable rule in feedback_sprint_board_workflow.md: "Sprint board is the source of truth. Only work tickets currently in the active sprint."
This means productivity-sync MUST:
Never write a non-sprint ticket into 🔥 Now / 🎯 Queue under any code path, even when a meeting transcript says "Nathan to start X" — out-of-sprint commitments surface to "Ask " instead.
Audit TASKS.md against open-sprint membership on every run (see "Mandatory pre-diff audit" below).
Refuse to create ⏸ Watch-list or 📋 Backlog sections in TASKS.md. If the user already has them, propose removal on the next cleanup pass.
If feedback_sprint_board_workflow.md does not exist in the project's memory, the rule still applies — it's the universal "sprint board owns reality" pattern. Document the exception only if the project explicitly disclaims it (and ask the user before assuming).
Run two queries in the project-tracker step, not one. Each has a different job:
My-assignee query (assignee = currentUser() AND updated >= cursor.project-tracker.last_sync - 1h, fallback -7d) — finds tickets the user owns that moved since the last sync. This query alone is insufficient — it shows your own ticket transitions, but not the surrounding context that lets you reconcile a meeting transcript with what's actually on the sprint board.
Open-sprint context query (sprint in openSprints() AND project = <PREFIX> with the same updated-window filter) — finds every recently-touched ticket in the active sprint, including ones owned by other people. This is what catches: (a) tickets mentioned in meeting transcripts but assigned to someone else, (b) sibling tickets in the same epic that affect dependency framing, (c) release-train / regression tickets just filed that signal upcoming sprint shape.
Always diff both queries against TASKS.md — don't stop after the my-assignee query just because "everything I own is already in TASKS.md." The open-sprint query is the load-bearing drift detector.
Board-id discovery (run once, persist to .productivity.yml):
If .productivity.yml lacks project-tracker-board:, run the discovery procedure before the active-sprint identity check below. Never guess a board id — a wrong id makes every drift detector run against the wrong sprint and silently return false-clean results.
Call jira_get_agile_boards(project_key=<configured project>, board_type="scrum") (or the equivalent for the operator's tracker).
If exactly one scrum board is returned, treat it as the candidate.
If more than one, present the boards (id + name) via AskUserQuestion and have the operator pick.
Verify the candidate by calling jira_get_sprints_from_board(board_id=<candidate>, state="active"). The result must contain a single sprint object whose name or id matches what TASKS.md's header claims. If it does not, the candidate is wrong — re-prompt the operator (don't auto-pick the next board).
After verification, propose adding project-tracker-board: <id> to .productivity.yml via AskUserQuestion. Never silently write the config file — the operator confirms the addition.
Once persisted, continue with the active-sprint identity check below using the new id.
This block only runs when the field is missing. On steady-state runs (field present), skip directly to the identity check.
0. Active-sprint identity check (run BEFORE the bucket audit):
Parse TASKS.md's header lines for the active-sprint id and name. Regex hints: id\s+(\d+) for the numeric id, FY\d{4} or Sprint\s+\d+ for the label. Cross-check against the result of jira_get_sprints_from_board(board_id=<configured board>, state="active") (the only sprint marked "state": "active" is the live one).
Empty-result handling: if jira_get_sprints_from_board(board_id=<configured board>, state="active") returns []:
If .productivity.yml's project-tracker-board: is missing → this is a discovery failure, not a drift signal. Surface as "active-sprint-identity probe inconclusive: project-tracker-board not configured" and trigger the board-id discovery procedure above. Do not treat [] as evidence of "no drift."
If project-tracker-board: is present and the result is genuinely [] → the project may be between sprints (last sprint just closed, next sprint not yet started). Cross-check by calling the same tool with state="future". If a future sprint exists, surface as "no active sprint (next sprint <id> starts <date>)" — informational, not drift. If no future sprint exists either, surface as drift with "no active or future sprint — board id may be wrong, please verify".
Never silently increment consecutive_clean_runs on an inconclusive identity probe — treat inconclusive as a finding (counter stays at 0).
If the header's id or name does not match the live active sprint:
Surface as a top-priority drift item in the report: "TASKS.md header says <header id/name>; Jira live active sprint is <live id/name>."
Propose patching the header to the live values via AskUserQuestion. Show both sides: "TASKS.md header → FY2625 id 25194; Jira live → FY2624 id 25140."
Do NOT auto-write the header — every header rewrite passes through user confirmation like any other durable write.
This is the load-bearing detector for "the wrong sprint was named when the doc was written and never rebased." Without it, every downstream check still runs against ticket-level queries that work in isolation, so the stale header survives invisibly.
Then run the bucket audit below.
1. Per-ticket bucket audit:
Extract every POS-NNNN (or configured ticket-prefix-NNNN) reference from TASKS.md's active sections (🔥 Now, 🎯 Ordered queue, ⏸ Watch-list, 📋 Backlog, 🟡 Watch / Blocked, 🔗 Dependencies → I'm waiting on). For each, cross-check against the open-sprint query results. Buckets:
Where in TASKS.md
In open-sprint?
Action
🔥 Now / 🎯 Queue
Yes
Keep (legitimate active work)
🔥 Now / 🎯 Queue
No
DRIFT — propose move out of active section. Ask: "POS-NNNN is in 🔥 Now but not in active sprint. Move to Ask / remove?"
🌐 Surrounding work
Yes, assignee ≠ user
Keep (visibility-only is the right surface)
🌐 Surrounding work
No
Stale — propose removal
⏸ Watch-list / 📋 Backlog (any)
n/a
PROPOSE REMOVAL — TASKS.md should be sprint-only per Sonny's Operating Manual. Jira backlog IS the backlog.
Surface drift to the user explicitly: do not let out-of-sprint tickets sit in 🔥 Now silently. This audit fires on every sync run, not just when transcripts mention tickets.
Then run the diff table below.
External task
TASKS.md match?
Action
Found in my-assignee + in open-sprint + status ∈ {In Progress, In Review, In Test}
Not in TASKS.md
DRIFT — propose adding to 🔥 Now (assignee + in-flight in active sprint is the strongest signal a ticket belongs in TASKS.md)
Found in my-assignee + in open-sprint + status ∈ {Ready, To Do, On Hold}
Not in TASKS.md
DRIFT — surface to ❓ Ask <PM> with note: "assigned but unscheduled in active sprint — confirm: stretch card to commit to this sprint, or remove from sprint board?" Do NOT auto-add to 🔥 Now (the May 20 planning commit is the source of truth for what's in scope; an unspoken-for assigned ticket is an open question, not a directive).
Found in my-assignee + NOT in open-sprint
Not in TASKS.md
"Assigned but not in active sprint — backlog only, do not add"
Found in my-assignee, already in TASKS.md
Match by title (fuzzy)
Skip
In TASKS.md, not in either query
No match
Flag as potentially stale
Completed externally (Done in my-assignee)
In active section
Offer to mark done
Found in open-sprint, not in my-assignee, but mentioned in a meeting transcript this run
Surface as "context ticket"
Add to a "🌐 Surrounding work (visibility only — not yours)" section in TASKS.md, never to 🔥 Now
Found in open-sprint, ticket key matches one extracted from a transcript, but assignee ≠ currentUser
Speaker / owner mismatch
Surface the discrepancy explicitly — the transcript may be misattributing the work. Do not write the ticket into 🔥 Now without user confirmation.
Present diff and let user decide what to add/complete. The "context ticket" surface keeps surrounding-sprint signal visible without polluting active task lists.
Git forges (configured via git: block in .productivity.yml):
Multi-forge support. One .productivity.yml can declare one or more git forges (GitHub, Bitbucket Cloud, Bitbucket Server) keyed by forge name. Explicit git: block required — there is no implicit-mode sweep. A consumer with no git: block gets no forge sync (the connector simply skips).
.productivity.yml schema for this connector:
git:github-bunnings:type:githubuser:nathanvale-bunnings# required — username for `--author "@me"` queriesauth:gh# gh | env (keychain reserved, not implemented)ticket-prefix:POS# optional — used to extract ticket keys from branch/titlereview-as-me:true# optional — include `--review-requested @me` queryrepos:# forge-native identifiers (org/repo for GitHub)-Bunnings-Technology-Delivery/gms.app-Bunnings-Technology-Delivery/gms.api-Bunnings-Technology-Delivery/voucherbitbucket-other-machine:# example — not shipping logic, stub-onlytype:bitbucket-clouduser:nathan.exampleauth:env# reads BITBUCKET_TOKEN, BITBUCKET_USERticket-prefix:PROJreview-as-me:truerepos:# workspace/repo_slug for Bitbucket Cloud-example-workspace/some-repobitbucket-internal:# example — stub-onlytype:bitbucket-server
Schema rules:
Field
Required
Notes
type
yes
One of: github, bitbucket-cloud, bitbucket-server. Open for future values; no others ship today.
user
no
Forge-native username. Required for auth: env. Not needed for auth: bb-pr-plugin.
auth
yes
gh, env, or bb-pr-plugin (see Auth modes below). keychain reserved, not implemented.
repos
yes
Forge-native identifiers (see Schema column above per type). Not local paths.
repo-dir
only auth: bb-pr-plugin
Absolute or ~-prefixed path to the local clone of the Bitbucket repo. Required so bb-api.ts can detect workspace/slug from .git/config.
base_url
only bitbucket-server
Validated at config-load per R10 (see Base-URL validation below).
ticket-prefix
optional
Used to extract ticket keys from branch/title (default: derive from project-tracker config).
review-as-me
optional
Include PRs where you are a reviewer (supported for bb-pr-plugin).
Forge name allowlist:
Map keys (the forge names) must match ^[a-z][a-z0-9-]{0,62}$. The allowlist closes a keychain-injection vector (future auth: keychain will look up secrets by forge name) and keeps names safe as display labels — forge names render verbatim into cursor JSON and the sync report.
The allowlist applies only to git: map keys (forge names), NOT to repo identifiers in repos: lists. A repo entry like Bunnings-Technology-Delivery/gms.app is valid even though it has uppercase characters and dots — repos: entries are forge-native identifiers (org/repo, workspace/slug, projectKey/repoSlug) and the forge's own API addressing rules apply, not the allowlist.
If a forge name fails the allowlist, pre-flight emits a specific config-load error naming the offending key:
❌ git.<name> — forge name must match ^[a-z][a-z0-9-]{0,62}$
Base-URL validation (R10, bitbucket-server only):
At config-load, the base_url value must satisfy BOTH:
Regex — ^https://[a-z0-9.-]+(\:[0-9]+)?(/.*)?$ (HTTPS-only; http:// is rejected; no other schemes).
Address restriction: the host must NOT resolve to ANY of these five address categories:
This validation fires at schema-load even though the stub adapter makes no REST calls — the load-bearing validation surface is here so the follow-up real adapter inherits a validated base_url. If validation fails, pre-flight emits:
❌ git.<name>: config error (base_url must be HTTPS, no RFC1918/loopback/link-local/ULA/all-interfaces)
Auth modes:
Mode
Applies to
Probe
Notes
gh
type: github only
gh auth status exits 0
Today's GitHub probe; canonical truth source for GitHub auth.
"Nathan to send the onboarding bundle to Kerry by Friday"
,
"verb_object"
:
"send the onboarding bundle to Kerry"
,
"deadline"
:
"2026-05-23"
,
"source"
:
"docs/meetings/2026-05-20-squad-sync.md"
,
"extracted_at"
:
"2026-05-20T10:00:00+10:00"
,
"status"
:
"open"
}
]
,
"pending"
:
[
{
"id"
:
"sha256-of-text+source_meeting"
,
"text"
:
"Follow up with Michael on the API spec"
,
"source_meeting"
:
"docs/meetings/2026-05-20-squad-sync.md"
,
"routing_suggestion"
:
"TASKS.md 🔥 Now"
,
"defer_count"
:
1
,
"deferred_at"
:
"2026-05-20T10:00:00+10:00"
}
]
,
"post_run_drift_check"
:
{
"enabled_until"
:
"2026-06-11"
,
"first_enabled_at"
:
"2026-05-28"
,
"consecutive_clean_runs"
:
0
,
"last_sentinel_seen"
:
"v1-2026-05-28"
}
}
git:
last_sync
ok
error
consecutive_failures
run_history
not
digest
ticket
sync
chat: slack — Slack MCP if available (mcp__slack__*). Falls back to skip-with-note if not installed.
chat: none (or omitted) — skip silently, no warning.
5a. Transcript speaker enrichment pass:
Build a known-names lookup set: read memory/people/*.md file stems (e.g. piyush-kumar.md → candidates: "Piyush Kumar", "Piyush"). Read memory/glossary.md for any person names listed there. Add all to the lookup set. Full-name matches win; first-name matches count only when exactly one people-note or glossary entry has that first name.
Scan the raw <transcript> block text for any string in the lookup set (case-insensitive, word-boundary match). Collect: matched people-note filenames (unambiguous), ambiguous names (first name matches >1 note), and unmatched names (found in transcript but not in people/ or glossary).
For each unambiguous matched existing person: build a structured JSON signal payload:
{"signals":["YYYY-MM-DD: attended <meeting title>. Topic: <one-line summary from transcript title>."],"source_handles":{"transcript":["<notion-page-id>"]}}
Keep the signal short and factual. Do not include raw transcript excerpts, commitments, or dependencies. Run a dry-run preview (wrapped with timeout 15s to defend against script hangs):
timeout 15s bun run ~/.claude/skills/people-enrich/scripts/apply-person-update.ts \
--source transcript \
--handle <person-file-stem> \
--report /tmp/productivity-sync-enrichment-<stem>.json \
--output /tmp/productivity-sync-enrichment-<stem>.preview.md
If any previews were generated, ask the user once per meeting before any live write: "Transcript speaker enrichment: preview generated for N people from . Apply?" For each approved person, run timeout 15s bun run apply-person-update.ts --write (timeout wrapper applies to the live --write call as well). Do not pass --create-if-missing for transcript speaker matches. If the user skips, keep the meeting note and continue.
Graceful skip: If apply-person-update.ts is not found at the expected path, or any call exits non-zero, log one line: "transcript enrichment skipped for <person>: <reason>". Continue without blocking meeting note creation or action item extraction. If a timeout 15s wrapper fires before exit, treat it identically to non-zero exit: log transcript enrichment skipped for <person>: timed out and continue.
If the <transcript> block is absent or empty, skip enrichment silently, no error.
If the meeting title is empty, use "untitled meeting" as the topic summary fallback.
Extract action items -- Collect action items from all newly created meeting notes. These feed into the action item write-back below (substep 7) and the report (Step 9).
Ordering rule: Step 5 (persist meeting note file) must complete before any action-item extraction begins. Never extract signals from a transcript that hasn't been written to disk first — even if the user said "release-day mode, defer." In those cases, persist the meeting note to the appropriate repo (or to ~/code/my-second-brain/docs/meetings/ if it's not owned by the current repo) and then skip the extraction. Skipping a meeting means deferring signal extraction; it never means losing the transcript.
Skip-rule transcripts are different. Transcripts tagged skip: true by the substep 3a classifier (e.g. Monash transcripts under the skip-entirely rule) are filtered out before substep 4, so they never reach this step. They are not persisted, not extracted, not routed — by the time substep 6 runs, they are already gone. Do not treat the "skipping = skip extraction, keep file" rule as applying to skip-rule transcripts; it applies to transcripts that pass the classifier but the user chooses to defer.
After action item extraction, append the enrichment summary to the per-meeting report line: "1 speaker update proposed, 1 applied, 2 unmatched." (or "transcript enrichment skipped (apply-person-update.ts not found)" on graceful-skip).
Commitment extraction pass (meeting notes): After action item extraction, scan the meeting note's <transcript> block for explicit self-attribution commitment patterns. Match only Nathan-owned obligations with a concrete verb-object:
(Nathan|@Nathan)( to| can you| please) followed by a concrete verb-object (e.g. "Nathan to send the onboarding bundle to Kerry by Friday")
Patterns attributed to Nathan in the action items section of the note (e.g. - [ ] Nathan to ...)
Do not ledger unattributed first-person transcript phrases (e.g. "I'll follow up"). Notion transcripts are plain prose without reliable speaker labels; first-person phrases cannot be attributed to Nathan without explicit speaker metadata. Do not ledger vague acknowledgements like "I'll check" unless the concrete action object is present. Capture: owner ("Nathan"), verb-object, deadline (any by <date/day> phrase near the commitment), source (meeting note path). Write to cursor.commitments. Deduplicate by id (hash of owner+verb_object+source). This ledger write is automatic because it is cursor state; any write to TASKS.md, memory/, or people notes remains ask-gated via action item triage.
Action item write-back — never let action items vanish into the report. For every action item extracted in substep 6, decide its destination, then ask the user to apply.
❌ Searching knowledge-base: for transcripts — transcripts live in transcriptions:. Confluence is for doc/page lookup only. Searching Confluence for meeting transcripts will return nothing useful.
❌ Blocking meeting note creation or action item extraction on enrichment failure — graceful skip applies; log the reason and continue.
❌ Creating a people-note stub from transcript speaker matching — transcript enrichment can only propose updates to existing unambiguous people notes. Never pass --create-if-missing for transcript speaker matches.
❌ Applying first-name matches when more than one people-note has that first name — ambiguous first-name matches are reported, never written.
❌ Using the Notion page title or transcript speaker names to determine who was in a meeting. Notion AI generates the page title from the meeting topic, not from the participants. A 1:1 between Nathan and Pri about Nithin's work gets titled "Nithin & Prave". Always use the calendar event attendees list as the authoritative participant source. If calendar is unavailable, flag the attendees as unverified in the meeting note.
❌ Writing a transcript-extracted ticket key directly into TASKS.md / meeting notes without verifying against Jira's open-sprint query. Transcripts misattribute ticket keys constantly (4154 ↔ 4155, 4160 ↔ 4116, etc.). Always cross-check via the open-sprint query; if the key isn't there, run an adjacent-digit lookup. Use (ticket TBC) placeholders rather than committing a wrong key.
❌ Stopping the project-tracker step after the my-assignee query because "everything I own is already in TASKS.md." The my-assignee query alone doesn't surface tickets mentioned in meeting transcripts that are owned by other team members, sibling tickets in the same epic, or just-filed release-train / regression-prep tickets that signal next-sprint shape. The open-sprint query is mandatory, not optional.
❌ Guessing a Jira board id when .productivity.yml doesn't declare project-tracker-board:. The skill MUST run the board-id discovery procedure (above) and persist the resolved id back to .productivity.yml via operator confirmation, not pick a plausible-looking number and hope. A wrong id makes every drift detector run against the wrong sprint and silently return false-clean results. Failure mode observed 2026-06-01: probed board 419 (guessed), got [], surfaced as inconclusive — but if 419 had been a real (wrong) board with an active sprint, the entire identity check would have silently false-passed against a sprint that has nothing to do with the operator's project.
❌ Writing an out-of-sprint ticket into 🔥 Now because the meeting transcript named it as Nathan's next pickup. Transcripts often surface "I'll start X next" without speakers checking sprint membership. The skill MUST verify against the open-sprint query before any 🔥 Now write. POS-3275 sat in 🔥 Now for two sync cycles because of this exact failure mode (resolved 2026-05-28 when Sonny explicitly confirmed in standup the ticket was not in sprint).
❌ Letting ⏸ Watch-list, 📋 Backlog, "Smaller items", or "Housekeeping" sections accumulate in TASKS.md. TASKS.md is sprint-only; Jira's backlog is the backlog. On every run, propose removal of these sections if found.
❌ Skipping the TASKS.md sprint-membership audit when "nothing has changed." Drift accumulates exactly when nothing has changed: tickets fall out of sprint at sprint boundaries, transcripts mention things that don't make the cut. The audit must fire every run.
❌ Trusting the sprint id/name written in TASKS.md's header without verifying against jira_get_sprints_from_board(state="active"). The header is human-edited prose, not a query result, and drifts at every sprint boundary. The pre-diff audit must validate it as step 0 (active-sprint identity check) before the bucket audit; silent header drift means every downstream check runs against a stale frame even when ticket-level queries return correct results. Failure mode observed 2026-05-28: TASKS.md header said FY2625 id 25194 while the live active sprint was FY2624 id 25140 — 25194 was a future sprint, so every "open-sprint" query was returning correct data, but the header label was wrong and stayed wrong across multiple syncs.
❌ Treating Nathan-assigned tickets in Ready/To Do as "either auto-add to 🔥 Now or send to backlog." A third bucket exists: assigned to me + in the active sprint + not in the planning commit. That's an open question for the PM ("stretch card or remove?"), not a directive. The diff-table row was previously permissive; the status-aware split (in-flight → 🔥 Now drift; Ready/To Do → Ask PM drift) is mandatory.
