Meetings

Meetings is a separate, self-contained service — a detached domain with its own API. It covers a meeting’s whole life: plan it (or import it from your calendar), auto-join it when it starts, capture it natively in real time, and share it — the transcript stored and served over the API as it happens. Run it entirely on its own as a meeting-capture backend — no agents required. It also composes with the agent domain — the transcript becomes knowledge agents act on — but that is a composition, not a dependency: meetings stands alone. How the two connect (the transcript.v1 → agent bridge) lives in one place: Modules & seams.

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The lifecycle — one meeting, one row

A meeting is one record from plan to transcript. It is born in a user-owned intent status, is claimed by the bot lifecycle when the bot joins, and ends terminal — the plan’s title, its workspace binding, and the eventual transcript all live together: Sending a bot to a planned meeting (manually or via auto-join) upgrades the same record in place — it is never duplicated, and a planned record can be edited or deleted only while it is still planned (the FSM is never fought).

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Plan

Create a meeting before it happens with POST /meetings: a title, an optional start time, an optional meeting link (Meet/Zoom/Teams — parsed server-side), an optional workspace binding. A plan without a link is fine — attach the link later; a plan without a time sits in idle until you schedule it.

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Import — calendar sync

Connect your calendar with its secret ICS address (Google Calendar and Outlook both provide one — see Calendar sync); no OAuth needed. Connecting syncs immediately and answers with the result — every sync failure is stamped as a human-readable status (GET /user/calendar/sync, shown in the Terminal’s calendar panel), never swallowed — failures are loud here, like everywhere in the lifecycle. A background sweep re-fetches the feed (default every 5 minutes) and upserts planned meetings:

• Only events with a recognizable meeting link import — a dentist appointment is not a joinable meeting.
• One meeting per calendar event, next occurrence only — a weekly meeting reuses one link, so the importer tracks the next upcoming occurrence; the following one imports after the current completes.
• Moves and cancellations follow the feed; a meeting the bot already joined is never touched.
• A meeting you planned manually on the same link is adopted (linked to the calendar event), not duplicated.

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Auto-join — “scheduled” means the bot comes

A scheduled meeting with a link is joined automatically: a sweep sends the bot shortly before the start time (default 60 s lead). Control it per meeting with the auto-join toggle (default on) and globally for imported meetings with the calendar’s auto-join switch. Two guarantees:

• Never hours late — a meeting whose start passed the grace window (default 10 min) is skipped, not joined absurdly late.
• Failures are loud — a concurrency-cap or spawn failure stamps a visible error on the meeting (auto_join_error) instead of silently not showing up. See Troubleshooting.

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Capture

The bot joins natively, in real time, with no plugins or host configuration — it attends like any participant, on Google Meet, Zoom, and Microsoft Teams. Mechanically it is a browser container spawned by the runtime — the same runtime an agent runs in. The speaker-attributed (diarized) transcript streams live over the API and WebSocket.

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Share — workspaces carry the meeting

Bind a meeting to a shared workspace and every member of that workspace sees it: the upcoming plan, the live transcript feed, and the finished transcript. That makes the prep workflow one motion — prepare context in a workspace, invite the people you’re meeting, and the meeting itself rides along. See Plan and share a meeting. (Independent one-off transcript share links exist too — no workspace required.)

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From transcript to knowledge

1. The bot captures audio; transcription produces a real-time transcript.v1 stream.
2. The transcript compiles into the person’s workspace as Markdown.
3. Agents read it like any other file — and act on it:
   • Before the meeting — prepare a briefing in the bound workspace; attendees see it live.
   • After the meeting — a dispatch writes notes, decisions, and action items as workspace files.
   • During the meeting — a live dispatch surfaces proactive cards (new person, action item, decision); see Meeting copilot.