Claw3D/docs/meeting-room-workflow-spec.md

Meeting Room Workflow Spec

Third concrete office-system feature for Claw3D, building on existing standup support and extending it into a generalized meeting workflow model.

Goal

Turn the meeting room from a visual location into an operational workflow surface.

The meeting room should become the place where agents:

• gather
• present updates
• coordinate plans
• resolve blockers
• record decisions
• create follow-up actions

Product Position

The meeting room is not just a room.

It is a workflow type.

That means the system should support:

• visible in-world gathering
• structured meeting phases
• meeting outputs that affect the rest of the office

It should connect naturally to:

• standup
• whiteboard
• bulletin board
• task board
• QA/review systems later

Existing Foundation

Claw3D already has meaningful meeting-related pieces:

• a meeting room in the office layout
• standup meeting state and API routes
• participant arrival handling
• immersive standup board UI
• agent movement into the meeting area

This spec should treat standup as the first implemented meeting type, not as a special one-off.

Core Principle

Meetings should generate office state, not just temporary visuals.

Every meeting should be able to produce:

• summaries
• decisions
• blockers
• next actions
• linked whiteboard notes
• linked bulletin board items

That is what makes the office feel alive and useful.

Meeting Types

Recommended initial types:

• standup
• planning
• review
• incident
• sync

Standup

Purpose:

• what each agent is working on
• blockers
• immediate next step visibility

Planning

Purpose:

• define approach
• compare options
• assign next actions

Review

Purpose:

• assess work completed
• gather feedback
• approve or reject next move

Incident

Purpose:

• coordinate under failure or urgency
• assign responsibilities
• capture current status and recovery path

Sync

Purpose:

• lightweight multi-agent coordination
• brief handoffs
• cross-team visibility

Workflow Model

Each meeting should have explicit phases.

Suggested phases:

• scheduled
• gathering
• in_progress
• decision
• complete
• archived

Scheduled

Meeting exists but has not started.

Gathering

Agents are walking to the meeting room or otherwise being assembled.

In Progress

Updates are being presented, questions asked, and information collected.

Decision

The meeting is converging:

• decisions recorded
• unresolved blockers identified
• next actions prepared

Complete

The outputs are finalized and written back into office systems.

Archived

Meeting is preserved in history but no longer active.

Suggested Data Model

V1 generalized meeting shape:

type MeetingType =
  | "standup"
  | "planning"
  | "review"
  | "incident"
  | "sync";

type MeetingPhase =
  | "scheduled"
  | "gathering"
  | "in_progress"
  | "decision"
  | "complete"
  | "archived";

type MeetingActionItem = {
  id: string;
  text: string;
  assignedAgentId?: string | null;
  linkedTaskId?: string | null;
  status: "open" | "done" | "dropped";
};

type MeetingDecision = {
  id: string;
  text: string;
  authorType: "human" | "agent" | "system";
  authorId?: string | null;
};

type OfficeMeeting = {
  id: string;
  type: MeetingType;
  phase: MeetingPhase;
  title: string;
  startedAt?: string | null;
  updatedAt: string;
  participantAgentIds: string[];
  arrivedAgentIds: string[];
  currentSpeakerAgentId?: string | null;
  summary?: string | null;
  blockers: string[];
  decisions: MeetingDecision[];
  actionItems: MeetingActionItem[];
  whiteboardDocumentId?: string | null;
  bulletinCardIds?: string[];
};

Relationship To Standup

The current standup system should become the first meeting implementation under this model.

That means:

• keep standup behavior working
• preserve arrival and speaker sequencing
• treat standup as a specialized meeting workflow
• reuse the immersive standup screen as the first meeting immersive view

In practice:

• standup = MeetingType: standup
• existing standup cards become structured meeting inputs
• standup completion should emit durable outputs into whiteboard and bulletin board systems

Whiteboard Integration

Every meaningful meeting should have a whiteboard relationship.

Possible behaviors:

• auto-create whiteboard document when meeting starts
• write summary sections as the meeting progresses
• capture blockers, decisions, and next actions into whiteboard blocks

Suggested mapping:

• meeting discussion -> whiteboard notes
• decisions -> whiteboard decision blocks
• next actions -> whiteboard action blocks

The whiteboard is the drafting surface during the meeting.

Bulletin Board Integration

The bulletin board is the public output surface after the meeting.

Suggested mapping:

• important decision -> announcement card
• blocker -> blocker card
• action item with office-wide significance -> handoff card
• meeting completion -> meeting note card

The meeting room should feed the bulletin board, not bypass it.

Task Board Integration

Meetings should be able to seed or update tasks.

Examples:

• planning meeting creates task candidates
• review meeting marks work ready for QA
• incident meeting creates urgent recovery tasks

The task board remains the detailed execution layer.

The meeting room creates and updates intent.

Human Interaction Model

The human should be able to:

• start a meeting
• pick meeting type
• pick participants
• follow progress
• intervene during the meeting
• edit outcomes
• confirm or reject generated next steps

The user should not lose control over the outputs just because the meeting is agent-driven.

Agent Interaction Model

Agents should be able to:

• gather into the meeting room
• take speaking turns
• surface blockers
• suggest next steps
• add whiteboard content
• create meeting-derived outputs when allowed

Longer term, hierarchy may affect who can:

• call meetings
• approve decisions
• assign action items

Visual / Spatial Behavior

The meeting room should visibly change state during active meetings.

Possible signals:

• agents walk to seats
• current speaker highlighting
• board auto-opens or highlights
• room status banner
• meeting timer / phase indicator

The office should make it obvious that something coordinated is happening.

V1 Scope

V1 should focus on turning standup into the first generalized meeting flow.

Recommended V1 scope:

• meeting type abstraction for standup
• whiteboard output on meeting completion
• bulletin board output on meeting completion
• simple action-item capture
• immersive meeting screen improvements

Do not try to build all meeting types at once.

Out of Scope For V1

• voice/video simulation
• arbitrary meeting transcripts
• real-time collaborative editing by many actors at once
• department-specific meeting policies
• advanced approval chains
• multiplayer human facilitation

Implementation Strategy

Recommended order:

1. Generalize standup data model into a broader meeting model.
2. Keep standup UI working on top of that generalized model.
3. Add whiteboard document creation/output for completed meetings.
4. Add bulletin board output for decisions and blockers.
5. Add action item seeding into task workflows.
6. Introduce second meeting type, likely planning.

Existing Code Seams

This work should likely align with:

• src/features/office/hooks/useOfficeStandupController.ts
• src/features/office/screens/StandupImmersiveScreen.tsx
• src/app/api/office/standup/*
• retro office meeting-room positioning and agent movement
• office state persistence

This is important because Claw3D already has the skeleton of a meeting system.

The right path is to extend it, not replace it.

Success Criteria

V1 is successful if:

• standup remains functional
• standup now behaves like the first generalized meeting workflow
• meeting completion can write useful results into whiteboard and bulletin board systems
• users can see meeting outcomes affect the rest of the office
• the system remains backend-neutral

Future Extensions

Once the workflow model is stable, follow-up work can add:

• planning meetings
• review meetings
• incident rooms
• hierarchy-aware meeting permissions
• department-specific meeting rituals
• richer meeting summaries and archives

Summary

The meeting room should become the office’s coordination engine.

Standup is the starting point, but the real goal is a general workflow where meetings create durable plans, blockers, decisions, and next actions that shape the whole office.