rowboat/PLAN.md

Meeting Prep — "Next up" prep card

Goal

When a meeting is imminent, surface who will be there by pulling up each attendee's existing person.md from the knowledge base and showing it — no click, no LLM in the hot path. An ambient card that's just ready when you look.

This is a deliberately light, deterministic surface. It does not replace the two existing meeting-prep paths:

• the chat skill (assistant/skills/meeting-prep/) — LLM brief on demand
• the pre-built automation (pre_built/meeting-prep.md) — LLM brief files

It complements them with an instant, no-LLM "who's in this meeting" view.

Decisions (settled)

Axis	Choice
Surface	Ambient card, no notification. Pinned at top of Meetings view.
Activation	Next eligible meeting is ≤ 30 min away. Outside that → no card.
Depth	Just show person.md — render the note, no LLM synthesis.
Who	Everyone incl. teammates. Skip self / all-day / declined / cancelled.
Sparse meetings	Notes-first: attendees with notes shown prominently; the rest collapse into "N others — no notes yet" → expand to create.
No-note action	Offer to create a note for that attendee.

Resolution rules

For each attendee (excluding self):

1. Email exact match (case-insensitive) against KnowledgeIndex.people[].email — reliable.
2. Else name/alias match on displayName → people[].name / people[].aliases, only when it's a single unambiguous hit.
3. Matched → read person.md, return { name, role, org, path, markdown }.
4. Unmatched → returned as a "no note" attendee (name + email).

Org notes (Organizations/{Org}.md) are deferred — person.md already carries Org/Role inline, enough for v1.

Architecture

Piece	Location	Notes
Attendee → note resolver	new IPC meeting-prep:resolve in apps/main/src/ipc.ts	Input: attendee list ({email?, displayName?, self?}[]). Builds/uses buildKnowledgeIndex(), resolves per rules above, reads matched notes, returns structured payload. Deterministic + fast.
Shared types	packages/shared/src/	MeetingPrepAttendee, MeetingPrepResult request/response shapes + IPC channel typing.
"Next up" card UI	new component rendered above UpcomingEvents in meetings-view.tsx	Picks next event ≤30 min out, calls IPC, renders notes-first + collapsed others. Reuses existing markdown rendering.
Create-note action	reuse the note-creation agent (only LLM touch, user-initiated)	v1: open a prefilled Copilot chat to create the note (visible/steerable) rather than firing silently.

No new background loop — the renderer already polls calendar_sync/ every minute, so the card stays current for free.

Build slices

1. Resolver IPC + shared types — meeting-prep:resolve, wired through preload. Unit-testable in isolation. ← first slice
2. "Next up" card UI — component + 30-min gating + notes-first / collapsed rendering, reading from the IPC.
3. Create-note action — prefilled Copilot chat for an unmatched attendee.

Out of scope (fast-follow candidates)

• Notification variant (extend notify_calendar_meetings.ts tick).
• Org-note surfacing.
• Configurable lead time (hardcode 30 min for v1).
• LLM-synthesized brief button on the card.

Phase 2 — Proactive, meeting-aware prep (6h ahead)

Shift from a static contact viewer to meeting-aware prep, generated ahead of time.

Decisions

• Trigger: a calendar-driven tick (clone of notify_calendar_meetings.ts), NOT the cron/bg-task engine — fire time is start − 6h, which varies per event, so a calendar scan + state file is the right fit (self-healing on reschedule/cancel).
• Storage: write a real note → knowledge/Meetings/prep/<slug>-<date>.md (openable/editable).
• Notify: none — silent background generation; appears in the Meetings view.
• Adaptive by meeting type:
  • Recurring (recurringEventId + prior notes found) → lead with "Last time" recap (prior instance's ## Action items / summary), then roster.
  • One-off / new → lead with agenda (event description), then roster + company.
• Roster: always list every attendee; ones with a note link to it, ones without get Create note.
• AI brief: the only LLM step. Reuses the summarizeMeeting path exactly — generateText against the user's configured model (getMeetingNotesModel / getDefaultModelAndProvider), tagged useCase: 'meeting_prep'. Deterministic parts (roster, recap, agenda) are assembled in code; the model only writes the "what matters" summary.

Build slices

• A. Core generator (meeting_prep_brief.ts): assemble context (roster + recap + agenda, meeting-type aware) → generatePrepBrief() (one model call) → render + writePrepNote() to knowledge/Meetings/prep/. Frontmatter stamps eventId / recurringEventId / meetingDate / generatedAt.
• B. Scheduler (meeting_prep_scheduler.ts): tick (~few min), scan calendar_sync/, for events starting within 6h, not ended, ≥1 non-self attendee, not already prepped (state file keyed by eventId) → generate + write. init() wired in main.ts beside initCalendarNotifications().
• C. Card integration: the inline prep card prefers the generated prep note when it exists (instant), else falls back to the live deterministic resolve.

Open detail / enabler

• Notes don't store an event id today, so recap linking is a title/date heuristic. Stamp eventId/recurringEventId into captured notes' frontmatter going forward so future links are exact.

Verification

• Resolver: feed known attendee emails → correct note match; unknown → no-note.
• Card: appears only inside the 30-min window; notes-first ordering; collapse toggles; create action opens prefilled chat.
• npm run deps && npm run lint clean.