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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": ["supervisor@example.com"],
      "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:

  4. Title?
  5. Date and time? (YYYY-MM-DD HH:MM)
  6. Duration? (minutes, default 60)
  7. Location? (optional)
  8. Level? [project / flowie / hive] (default: project)

  9. Tags? (comma-separated, optional)

  10. Resolve attendees:

  11. For default_attendees: ["all-hive-members"] → read hive.md members table → extract name + email for each row
  12. For default_attendees: ["all-project-collaborators"] → read collaborators: from project_config.md
  13. For explicit email strings → use as-is

  14. For custom meeting: ask "Who should attend? (names or emails, comma-separated)" — look up emails from hive members and collaborators by name if given

  15. 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.

  16. 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

  1. 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]
  3. → @person is optional — used to assign the task's project tag
  4. [level/column] is optional — defaults to [project/inbox]

  5. Unformatted items default to [project/inbox]

  6. 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}]
---

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

  8. Report: 

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

  9. 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:
  3. Name? (e.g. "Weekly Lab Meeting")
  4. Slug? (auto-suggested from name, editable)
  5. Duration (minutes)?
  6. Location?
  7. Default attendees? (emails, "all-hive-members", "all-project-collaborators")
  8. Default tags?
  9. Agenda template? (section headings, freeform)
  10. Write to config.json at the appropriate location
  11. Confirm: Template saved: {slug}
  12. 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."