This is an EPIC to improve meeting

Summary

User story

I want to have more control and a richer experience over the meeting: be able to create my own meetings (without admins having to call for it), I want to contribute to the agenda, write the minutes and approve the final version, and receive more and richer notifications.

EPIC description

Meeting need a lot of improvement in order to become really useful tools for citizens and city-works so that Decidim becomes the main tool to organize a Meeting, this includes digitalizing the activities that usually take place out of Decidim: calling for the meeting, organizing the agenda, taking minutes, etc.

Main related issues

• MVP: Improvement to meetings MVP  #3044
• 1st Iteration: Improvement to meetings 1st Iteration #3233
• Design:
  • Manage Agenda Create design to manage the agenda of a meeting #2861 layout: Admin meeting agenda #3174
  • Manage Minutes Create design to manage minutes in a meeting #2862

Tasks

Manage meetings

• Duplicate or copy face-to-face meetings. --> MVP
• Generate registration codes (alphanumeric codes) that validate the registration. Admins should be able to check this on the admin panel of the meeting --> 1st Iteration

Types of meetings

• [PR Add organizer to meetings and private and transparent #3136] The administrator must be able to specify the following types of meeting:
  • [PR Add organizer to meetings and private and transparent #3136] Whether the meeting is closed: --> MVP
  • [PR Add organizer to meetings and private and transparent #3136] Whether it is open (by default): --> MVP
    • [PR Add organizer to meetings and private and transparent #3136] Whether registered and verified users can join (by default)
    • [PR Add organizer to meetings and private and transparent #3136] Whether only verified users can register.

Manage registrations

Manage registrations for a meeting: It must be possible to sign up for meetings, control limited places and send related notifications. RSVP model (meetup). For example: announcements prior to the meeting (48 hours) or later, once the meeting has been closed (uploading minutes). The actions that an administrator can take to manage registration at a meeting are detailed below.

• Specify whether there are limited places and how many
• Activate registration
• [PR Add new fields to meetings registration #3123 ] Reserve a specific number of registration places --> MVP
• See how many people have registered
• Receive a notification when 50%, 80% and 100% of places have been filled --> @oriolgual can you confirm this?
• Activate one or more checkboxes for the registration conditions. It should be possible to edit the texts or leave the default text with a single checkbox
• Manually register people at the meeting with their Decidim usernames or by sending email invitations. Those registered manually must accept the invitation to confirm registration.
• There must be a default text or template for all meetings with the conditions that must be accepted to attend
• The system must prevent someone from signing up when there are no places left
• [PR Meetings: Registration form #3331] Ask for specific services for meetings_: care-taking e.g. space. as a checkbox form that is defined at the admin panel --> MVP
• Add survey component to meetings: in order to evaluate the meeting after it is over @decidim/lot-core how can we do this?
• [PR Add new fields to meetings registration #3123 ] Default text for Meeting registration conditions. --> MVP

Manage the Agenda (ordre del día)

• Design ready here --> Create design to manage the agenda of a meeting #2861

A new agenda section must be added where:

• [PR Meeting agenda implementation #3305] The administrator must be able to add items and sub-items
• [PR Meeting agenda implementation #3305] Items and sub-items must include the following fields
  • [PR Meeting agenda implementation #3305] Title
  • [PR Meeting agenda implementation #3305] Description (allows you to add links and associated documents)
  • [PR Meeting agenda implementation #3305] Planned duration
    • [PR Meeting agenda implementation #3305] If an item has sub-items, these are added to the item.
    • [PR Meeting agenda implementation #3305] If the total duration of the items adds up to more than the duration of the meeting, an alert must be displayed.

Manage minutes --> @decidim/lot-px design required

When the meeting has begun, the administration panel must show a section of Minutes where the administrator can:

• [Meetings management for minutes #3213] Enter a link to a video. --> MVP
• [Meetings management for minutes #3213] Enter a link to an audio. --> MVP
• [Meetings management for minutes #3213] Rich text for minutes --> MVP
• Draft minutes.

Minutes go through four phases:

1. Collaborative, real-time drafting during the meeting and minutes immediately afterwards. The agenda with the order of the day will automatically be copied to this pad.
2. Preparation of the minutes by the assembly convening the meeting or whoever the administrator delegates to.
3. An email notification is sent to all attendees with a link to the minutes and an amendment phase begins: Only users who accredited their attendance can make amendments. All those following the participatory process or the assembly that proposed the meeting will be notified that the minutes are available.
4. Final publication of minutes that can no longer be amended.

• Possibility of attaching meeting communication materials, downloadable/printable for dissemination on other channels.

From the participant's perspective

This module must allow participants to:

• Interact with a meeting (as long as it is open) in the following ways:
  • Register for the meeting (different function to following the meeting)
  • They must accept the terms of the meeting in order to complete the registration
  • See how many people can join the meeting
  • See how many people have registered for the meeting
  • Cancel their registration
• Users following a meeting receive automatic notifications when:
  • Registrations open --> MVP --> DONE? @oriolgual ?
  • Important modifications are made to the meeting (change of place and/or time). --> DONE? @oriolgual ?
  • The meeting has taken place and the minutes are available --> MVP --> DONE? @oriolgual ?
  • Comments on the convening of a meeting and its minutes --> MVP --> DONE? @oriolgual ?
• Users who are registered receive (in addition to the previous notifications) the following notifications via email:
  • Registration number, QR code --> 1st Iteration , link to the meeting pad and a brief how-to guide for the pad (Decidim will integrate with pad-model collaborative, real-time writing board systems, such as Etherpad or Hackmd, and these can be freely created, both as an integrated, internal Decidim service or as an external one).
  • When there are 48h left before the meeting.
  • When there are 24h left before the meeting.
• Users registered for the meeting inherit the properties of those following the meeting (i.e. the "follow" option with the relevant notifications, etc.).

Meeting data structure and fields

• In this case, the following minimum fields must be included:
• Current fields of meetings component.
  • Title
  • Description
  • Department
  • Location
  • Location details
  • Start time
  • End time
  • Area
  • Category
  • Number of places
• Mark depending on whether the meeting is public/open/closed --> MVP
  • Public (yes/no/other): Shows whether attendance is open to the public or not. If the answer is other, a field should be added to write an explanation.
  • Open (yes/no/other): Indicates whether the meeting is open to direct participation from the public. If the answer is other, a field should be added to write an explanation.
  • Transparent (yes/no/other): This shows whether the acts and information are accessible to the public. If the answer is other, a field should be added to write an explanation.
  • "Organiser/organised by:" field to differentiate institutional meetings from self-convened meetings.
  • Checkbox to show whether or not there is a space for conciliation and/or dependency (children, disabled people, etc.) (publish if so):
    • If the previous field is marked, the following field must be added for the description of the service (example: there is a conciliation service (service with people to manage and look after the conciliation space)).
  • Checkbox to show whether the space is enabled for people with functional diversity
  • Checkbox to show whether simultaneous translation will be provided (only if it exists)
    • Languages (open field for each language)
  • Type of meeting (for now it would be a dropdown, but in the future it should be possible to create new fields or change the meeting properties based on the type of meeting)
    • Information
    • Creativity
    • Debate
    • Decision-making
    • Appraisal
    • Accountability
    • Other

Fridge

Features

Manage Meeting Admins

• Export/Import meetings

• Enabling other administrator roles other than the process or assembly administrator. --> depends on Admin types and authorizations (was: Clarify user roles) #2023 - [ ] Possibility to invite other users to be meeting administrators --> depends on Admin types and authorizations (was: Clarify user roles) #2023

• Possibility of linking a meeting to more than one category and/or subcategories. (For now, only one category or subcategory)

Self-convening of face-to-face meetings

• Any verified user or verified organisation can propose a meeting linked to a participatory process by using a meeting proposal button within any given process.
• A form is offered to fill in the content of the meeting. The meeting announcement form must maintain the current fields of the meetings component.
• Once the form is filled out, it offers a link to send to a minimum of other verified users so they can register. Once registered, the meeting appears in the meetings section as "self-convened".
• The meeting promoter (meeting administrator) has access to the meeting administrator panel, where they can invite other administrators and manage the meeting (enable registrations, events, etc.).

Three types of comments will be enabled by default for each meeting:

• 1. Before the meeting, a comments section will be opened to include new items on the agenda, which includes the comments supports system (+ or -)
• 2. From the time the minutes are sent to the participants to the point where they are officially published, text comments will be enabled for attendees
• 3. Once the minutes are published, comments are enabled to continue the discussion

Other features

• Proposals may be generated during a meeting. These proposals will be uploaded and linked to the process by the meeting administrator and will be added automatically as annexes to the minutes.
• Select the type of meeting (information, debate, accountability, etc.).

General map of meetings

• The ability to consult and view all face-to-face meetings on a map on the general front page and on the front pages of processes, initiatives and assemblies (this functionality is only available for processes at the time). Upcoming meetings are shown by default with the option to view past ones. The filter can be applied by areas (city and districts), categories (in the case of processes, initiatives and assemblies) and by date (next 48 hours, one week, one month, custom date range).
• They can be downloaded in iCalendar format (implementing RFC 5545 of the Internet Engineering Task Force), automatic URL to add to Google Calendar, external manual URLs for services such as Eventbrite and Meetup.