Meetings

A meeting starts as an agenda, becomes minutes when you sit down, and then seeds the next one. Business items and tasks that are still open carry forward; closed ones stop.

Create a meeting

1. Open Meetings and click New meeting.
2. Give it a Meeting name, a Date, and optionally a Start time, End time, Location, and a Meeting link. Times left blank stay blank rather than defaulting to midnight.
3. Write an Overview if the series has standing context.
4. Choose Start from a template to stamp categories and items from a company template.
5. Click Create meeting.

Two settings on the create dialog matter later:

• Private makes the meeting visible only to its creator, its attendees, and anyone with Admin on the Meetings tool. Everyone else gets a not-found, not a permission error: telling somebody that "Owner escalation, legal" exists is exactly the disclosure the flag exists to prevent.
• Carry over all tasks is off by default, so only open tasks follow the series forward. On, every task carries, closed and void included.

A meeting can be kept as a Draft while you build it.

A meeting link must be a full https:// URL. A bare hostname is refused at validation rather than stored as text that silently does not link.

There is no meeting type

Categories are agenda containers inside a meeting, never a classification of it. An OAC meeting is distinguished from a safety stand-down by its name.

The attendee list is the distribution list

There is deliberately no separate distribution field. Forking "who was in the room" from "who gets the minutes" would leave every downstream surface having to pick one.

Series and meeting numbers

The first meeting's id is also the series id, so a standalone meeting is a series of one. Each meeting carries an auto-assigned, immutable Meeting # that increments across the series.

A series holds at most 500 meetings, follow-ups included. A weekly OAC meeting for a decade is about 520, and a decade-long project renumbers long before that.

Agenda mode and Minutes mode

A meeting has a mode, and its items have statuses. The two never merge.

Mode	What you can do
Agenda	Building the agenda: categories, business items, priorities, assignees, due dates
Minutes	Everything above, plus per-item minutes capture and attendance marking

Click Convert to minutes at meeting time. Reverting is possible with Revert to agenda, with two rules:

• Only the most recent meeting in the series can be reverted. If the context that would prove it is missing, the revert is refused rather than silently unfreezing a set of minutes somebody already acted on.
• Minutes already captured are preserved. Reverting undoes the mode, not the content.

The conversion instant is recorded on the record and never cleared.

Business items

An item has a title, a category, a description, an assignee, a due date, a priority (Low, Medium, High), and a status.

Status	Carries to a follow-up
Open	Yes
On Hold	Yes
Closed	No

Closing an item is the documented way to stop it appearing on next week's agenda.

Items sit in categories. Every meeting has an implicit Uncategorized Items bucket that cannot be renamed, reordered out of last place, or deleted, so an item whose category was deleted falls into it without anything having to be repaired.

Each item keeps a pointer to the root item it descends from, so "show me this topic across the whole series" is one lookup rather than a chain walk.

Tasks

A task is not a business item. It outlives the meeting, has its own five-state lifecycle, and feeds a person's open-items view:

Initiated → In Progress → Ready for Review → Closed, with Void as a dead end. A voided task is not reopenable; a closed task reopens into In Progress.

The tasks panel filters between Open tasks only and All tasks.

Assigning a meeting task notifies the assignee in Struxen.

Extracting action items from minutes

In Minutes mode, Struxen can read the minutes text and propose action items. The extraction rules are the reason it is useful:

• Only commitments the minutes actually state. An action item is never inferred from a topic being discussed.
• One item per discrete commitment, never two merged into one.
• The assignee must be somebody on the attendee roster, spelled the way the roster spells it. If the minutes do not say who owns it, the assignee is left empty.
• Due dates must be stated or clearly derivable from the minutes. None is invented.
• Each proposal carries the verbatim fragment of the minutes it came from, so you can check it before accepting.

Proposals are reviewed before anything is written. This is a metered AI operation and runs against the project's credit pool. One pass returns at most 25 proposals: a meeting that generates more than that needs a person with a pen, not a longer list.

Attendance

Attendance is editable only in Minutes mode. Four values:

Value
Present	In the room
Conference	Dialled in
Absent
For Distribution Only	Gets the minutes, was not expected

An unmarked attendee is not silently Absent. Minutes that assert an absence nobody recorded are a fabricated record.

Each attendee row snapshots the person's display name, company and role at the time they were added, so two-year-old minutes still say which company somebody represented after their directory record changes.

Follow-up meetings

Create a follow-up opens the next meeting in the series. Before writing anything it shows exactly what would copy:

• Business items with status Open or On Hold. Closed items are listed as dropped, with the reason.
• Tasks: open ones by default, or every task when Carry over all tasks is on. Dropped tasks are listed with the reason.
• Categories and the attendee list.
• Header fields: name, start and end time, timezone, location, overview.

Nobody should discover after the fact that the item they meant to close is now on next week's agenda, so the preview runs first and writes nothing.

Templates

Meeting templates are company-level. Instantiating one is a one-time copy of its content: editing the template afterwards does not propagate into meetings already created from it.

A template carries a name, a default meeting name, an overview, a private flag, attachments, categories, and items (title, topic number, category, description, priority, attachments). Creating and editing templates requires an organization Owner or Admin.

PDF

Agenda PDF and Minutes PDF render the meeting. A meeting still in Agenda mode prints an agenda; one in Minutes mode prints minutes.

Asking for minutes on a meeting that was never converted is refused, rather than printing a document full of "No minutes recorded" rows. That would look like the minutes were taken and were empty, which is a different claim.

Permissions

Meetings gate on the Meetings tool. See Permissions.

Action	Level
Read the register, open a meeting, export a PDF	READ_ONLY
Create a meeting, edit items, tasks, categories, attendees	STANDARD
Convert to minutes, revert to agenda	STANDARD
Mark attendance (Minutes mode only)	STANDARD
Create a follow-up	STANDARD
Delete a meeting	ADMIN
Create or edit a company meeting template	Organization Owner or Admin

To be added as an attendee, a person needs at least READ_ONLY on the project's Meetings tool.

Private meetings are additionally filtered: a person who is not the creator, an attendee, or a Meetings administrator does not see the meeting in the register and gets a not-found on the record.

Limits

Limit	Value
Meetings per series	500
Categories per meeting	100
Business items per meeting	500
Tasks per meeting	500
Attendees per meeting	500
AI action-item proposals per pass	25
Meeting name, location	200 characters
Overview, item minutes	20,000 characters
Item and task title	300 characters
Item and task description	10,000 characters

Every enforced limit across Struxen is collected at Limits.

Troubleshooting

Attendance controls are not editable. The meeting is in Agenda mode. Convert to minutes.

Revert to agenda is refused. Only the most recent meeting in the series can be reverted. Delete or work forward from the later meeting first.

Minutes PDF is refused. The meeting was never converted to minutes. Export the agenda instead, or convert first.

An item you expected did not carry into the follow-up. It was Closed. Only Open and On Hold carry. The follow-up preview lists dropped items with the reason before it writes anything.

A closed task carried forward anyway. The meeting has Carry over all tasks switched on.

A colleague cannot see a meeting you can. It is private and they are not the creator, an attendee, or a Meetings administrator. Add them as an attendee.

A meeting link was rejected. It needs the full https:// scheme, not a bare hostname.