phase-meeting

name	phase-meeting
description	Phase guidance for the /meeting command. Covers meeting file structure, recurring templates, attendee resolution from profiles, Google Calendar MCP integration, agenda preparation with project context, and action-item-to-task conversion at all three levels (project, flowie, hive).
reads	[".neuroflow/project_config.md",".neuroflow/tasks/**",".neuroflow/meetings/config.json",".neuroflow/meetings/*.md","~/.neuroflow/hives/{org-repo}/hive.md","~/.neuroflow/flowie/profile.md","~/.neuroflow/flowie/meetings/config.json"]
writes	[".neuroflow/meetings/","~/.neuroflow/flowie/meetings/",".neuroflow/tasks/**"]

phase-meeting

The /meeting command manages structured meetings — distinct from /notes which captures unstructured live input. Meetings have schema (attendees, agenda, decisions, action items), optional calendar integration, and task creation from action items.

---

Meeting levels

Level	Storage	Git-tracked in	Who sees it
project (default)	.neuroflow/meetings/YYYY-MM-DD-{slug}.md	Project repo	All collaborators
flowie	~/.neuroflow/flowie/meetings/YYYY-MM-DD-{slug}.md	Flowie repo	Owner only
hive	{hive-repo}/meetings/YYYY-MM-DD-{slug}.md	Hive org repo	Whole team

---

Meeting file format

---
title: {title}
date: {YYYY-MM-DDTHH:MM:00}
duration: {minutes}
location: {Zoom link / room / online}
attendees:
  - name: {name}
    email: {email}
level: {project|flowie|hive}
tags: [{tag1}, {tag2}]
linked_tasks: []
calendar_event_id: ""
template: {slug of recurring template, or omit}
---

## Agenda

## Notes

## Decisions

## Action Items

---

Recurring meeting templates

Templates live in:

• .neuroflow/meetings/config.json — project-level (shared with collaborators)
• ~/.neuroflow/flowie/meetings/config.json — personal (flowie level)
• {hive-repo}/meetings/config.json — team-level (hive, synced with --sync)

{
  "recurring": [
    {
      "name": "Weekly Lab Meeting",
      "slug": "weekly-lab",
      "duration": 60,
      "location": "Room 301",
      "level": "hive",
      "default_attendees": ["all-hive-members"],
      "default_tags": ["lab-meeting"],
      "agenda_template": "## Updates\n\n## Papers\n\n## Action Items"
    },
    {
      "name": "Supervisor 1:1",
      "slug": "supervisor-1on1",
      "duration": 30,
      "location": "Zoom",
      "level": "flowie",
      "default_attendees": ["[e-mail]"],
      "default_tags": ["1on1"],
      "agenda_template": "## Progress\n\n## Blockers\n\n## Next steps"
    }
  ]
}

default_attendees can be:

• An explicit email string
• "all-hive-members" → resolved from hive.md members table
• "all-project-collaborators" → resolved from project_config.md collaborators list

---

Mode: --new

1. Check for templates: read all config.json files at the relevant level(s). If any recurring templates exist, show a picker:

   Create meeting from template?
     [1] Weekly Lab Meeting  (hive, 60 min, Room 301)
     [2] Supervisor 1:1      (flowie, 30 min, Zoom)
     [3] Custom meeting
   

2. If template selected: pre-fill title, duration, location, level, tags, and agenda from the template. Ask only for date and time.

3. If custom: ask all fields:

   • Title?
   • Date and time? (YYYY-MM-DD HH:MM)
   • Duration? (minutes, default 60)
   • Location? (optional)
   • Level? [project / flowie / hive] (default: project)
   • Tags? (comma-separated, optional)

4. Resolve attendees:

   • For default_attendees: ["all-hive-members"] → read hive.md members table → extract name + email for each row
   • For default_attendees: ["all-project-collaborators"] → read collaborators: from project_config.md
   • For explicit email strings → use as-is
   • For custom meeting: ask "Who should attend? (names or emails, comma-separated)" — look up emails from hive members and collaborators by name if given

5. Write meeting file to the appropriate storage location (see levels table above). Filename: YYYY-MM-DD-{slug}.md where slug is derived from the title.

6. Calendar invite (optional): ask "Create Google Calendar event and send invites? [Y/n]"

   If yes:

   • Use mcp__claude_ai_Google_Calendar__create_event with:
     • summary: meeting title
     • start: ISO 8601 datetime
     • end: start + duration
     • location: as given
     • attendees: list of email strings
     • description: the agenda from the meeting file
   • Store the returned event ID in calendar_event_id in the meeting frontmatter

7. Confirm:

   Meeting created: {title} — {date} {time}
   File: {path}
   Attendees: {N} · Calendar: {event link or "not sent"}
   

---

Mode: --prepare <slug>

Prepopulate the ## Agenda section with context from the project and team.

1. Read the meeting file by slug (search across all levels)
2. Read .neuroflow/project_config.md for current phase
3. Read .neuroflow/tasks/active/ and .neuroflow/tasks/review/ — list active and under-review tasks
4. If hive is connected: read hive.md directions for relevant team context
5. If any tasks are tagged with the meeting slug, include them under a dedicated heading

Compose an agenda draft:

## Agenda

### Project status
- Phase: {current phase}
- Active tasks: {list slugs with titles}
- In review: {list slugs with titles}

### Team context
{relevant hive directions if any}

### Items
{blank or template sections}

Show the draft and ask "Does this look right? Edit inline or confirm."

Write the updated ## Agenda section back to the meeting file (preserve other sections).

---

Mode: --view <slug>

1. Find meeting file by slug
2. Read all linked_tasks from frontmatter → for each, check current column in .neuroflow/tasks/ (or hive tasks)
3. Display meeting file with task statuses inline:

─────────────────────────────────────────
  Weekly Lab Meeting — 2026-04-20 10:00
  Location: Room 301 · Duration: 60 min
  Attendees: Stan, Jana, Petr (3)
  Calendar: https://calendar.google.com/...
─────────────────────────────────────────

## Agenda
...

## Linked tasks
  [active]  fix-rt-glasses        RT_DES
  [review]  grant-draft           AlphaModulation
  [done]    eeg-param-sweep       AlphaModulation  ✓

─────────────────────────────────────────

---

Mode: --list

Show all meetings at the active level, sorted by date (newest first):

[project]  2026-04-20  Weekly Lab Meeting         weekly-lab-2026-04-20
[project]  2026-04-13  Weekly Lab Meeting         weekly-lab-2026-04-13
[flowie]   2026-04-17  Supervisor 1:1             supervisor-1on1-2026-04-17

If --level not given: show project and flowie levels together.

---

Mode: --invite <slug>

Re-send or send calendar invites for a meeting that doesn't have a calendar_event_id yet.

1. Read meeting file
2. If calendar_event_id is already set: ask "Invites were already sent (event ID: {id}). Re-send? [y/N]"
3. Call mcp__claude_ai_Google_Calendar__create_event (or update_event if re-sending) with attendees from the meeting file
4. Update calendar_event_id in frontmatter

---

Mode: --close <slug>

Finalize the meeting and convert action items to tasks.

1. Read meeting file

2. Parse ## Action Items section — find all checkboxes:

   - [ ] Description → @person [level/column]
   

   • → @person is optional — used to assign the task's project tag
   • [level/column] is optional — defaults to [project/inbox]
   • Unformatted items default to [project/inbox]

3. For each unchecked item: create a task file at the specified level and column. Task frontmatter:

   ---
   title: {item description}
   level: {project|flowie|hive}
   project: {project from config, or from @person annotation}
   created: {today}
   tags: [meeting:{meeting-slug}]
   ---
   

4. Update linked_tasks in the meeting frontmatter with the new task slugs.

5. Report:

   Meeting closed: {title}
   Tasks created: {N}
     [project/inbox]  fix-rt-pipeline
     [project/inbox]  update-ethics-form
     [flowie/inbox]   review-grant-draft
   

6. Push all changes (meeting file + task files).

---

Mode: --init

Set up recurring meeting templates for the current level.

1. Ask for level: [project / flowie / hive]
2. Walk through template creation:
   • Name? (e.g. "Weekly Lab Meeting")
   • Slug? (auto-suggested from name, editable)
   • Duration (minutes)?
   • Location?
   • Default attendees? (emails, "all-hive-members", "all-project-collaborators")
   • Default tags?
   • Agenda template? (section headings, freeform)
3. Write to config.json at the appropriate location
4. Confirm: Template saved: {slug}
5. Ask "Add another template? [y/N]"

---

Attendee resolution rules

When resolving attendees for any mode:

1. "all-hive-members" → read ~/.neuroflow/hives/{org-repo}/hive.md ## Members table → return all rows as {name, email}
2. "all-project-collaborators" → read .neuroflow/project_config.md collaborators: list → return all entries
3. Plain email string → use as-is, name = email prefix
4. Name string (no @) → search hive members and collaborators by name → use matched email; if ambiguous, ask

If Google Calendar MCP is not authenticated: skip the calendar step and note "Google Calendar not configured — run /setup to connect."