Meeting notes

Overview

The Meetings module is a lightweight place to capture meeting notes — the kind of running record that used to live in a shared Google Doc nobody could find a week later. It lives under /ws/{slug}/meetings and sits in the Knowledge group of the main sidebar, next to the Knowledge Base.

Each row is a single meeting: title, date, attendee list, optional foreign keys to a Project or Incident (so the notes anchor to the work they were about), and a markdown body with whatever structure the team needs (agenda, discussion, decisions, action items).

Why it exists

Meeting notes belong somewhere indexable. Google Docs become unsearchable graveyards; Slack messages scroll away; whiteboards get wiped. Vigilo gives the team one workspace-scoped surface that the search bar reaches, that the audit log respects, and that can link directly to the incident or project the meeting was about. The format is intentionally unopinionated — no required template — because meetings come in shapes and the friction of a template kills adoption.

Vigilo does not transcribe meetings or integrate with Zoom/Meet. The job here is "fast capture + good retrieval", not video tooling.

Key concepts

• MeetingNote fields — title, meeting_date (date, defaults to today), attendees (list of strings — names or emails, freeform so external participants work), project (optional FK), incident (optional FK), content (markdown body), content_text (auto-derived plain-text mirror used by search).
• Project / Incident link — exactly zero or one of each. The badge on the list view tells you at a glance which entity the notes belong to. Open the linked entity to see meetings as a related-items panel.
• Attendees — kept as a string list rather than UserProfile references so external attendees (vendors, customers, contractors) can be captured without first inviting them to the workspace.
• Sort — list view sorts by meeting_date descending. The most recent meeting is always on top.

Common workflows

1. Capture notes during a meeting

1. Open Knowledge → Meetings and click anywhere on the page header to start a new note. The Add Meeting dialog asks for a title and date.
2. Paste your agenda into the body. Markdown is supported — use ## Discussion, ## Decisions, ## Action items as headings if you want structure; skip them if you don't.
3. Tick the Attendees chip-input as people join. Names, emails, or a Slack handle — anything text.
4. If the meeting was about a specific project or incident, set the link. The badge appears in the list view.
5. Save mid-meeting and keep editing — there's no penalty for early save; the row updates in place.

2. Find a meeting by topic

1. Use the search box at the top of the list. It matches against title and body content (content_text).
2. Results are filtered live as you type. Hit Enter on a result to open the detail page.
3. For more elaborate searches (cross-entity, by attendee), use the global search bar in the top nav — it includes meetings as a result type.

3. Convert action items into tasks

1. While editing the meeting notes, write action items as a checklist:

   ## Action items
   - [ ] @alice send the legal team the data flow diagram (due Tue)
   - [ ] @bob spike alternative auth providers (this sprint)
   

2. Vigilo doesn't auto-create Task rows from checklist items (yet). For each action you want tracked, open Work → Tasks → + New task and copy the line; reference the meeting URL in the task description so the lineage is clear.
3. When the task lands, the meeting's "Mentions" panel surfaces it so a reader of the notes can follow the chain.

4. Attach meeting notes to an incident retrospective

1. Open the incident detail and start a postmortem.
2. Add a meeting note for the retrospective itself, set the Incident link, and write up the discussion.
3. The postmortem body links to the meeting; the meeting links back. The audit log captures both rows.

Permissions

Meeting endpoints inherit WorkspaceScopedMixin. A workspace cannot see another workspace's meeting log.

Troubleshooting

Search doesn't find a phrase I know I wrote. The in-page search matches against the plain-text mirror (content_text), which is auto-derived on save. If the note was just edited, give it a beat and refresh. The global search bar has its own indexer that can lag by a few seconds.

The Project/Incident dropdown is empty. The picker only lists active rows from the current workspace. Archived projects and closed incidents are excluded so the dropdown stays short. If you need to link to one, navigate to its detail page first and start the meeting note from there — the link will be pre-populated.

Attendees look unstructured. That's by design — keeping attendees as freeform strings means a vendor or partner shows up without first being invited to the workspace. If you need stricter tracking (per-attendee notes, vote tallies), use the project or incident's own member roster.

Related articles

• Knowledge base — for longer-form documents that aren't dated meeting notes.
• Incidents — link meeting notes from a retrospective.
• Tasks and projects — track action items that came out of a meeting.