External Meetings, Agendas, Notes, and Minutes

Boundary

EPS stores schedule, purpose, participants, agenda, minutes, decisions, and action links. The actual voice, video, chat, recording, and transcription occur on Discord, Telegram, another conferencing service, a phone, or in a physical room. EPS does not host or record calls.

Step 1 — Schedule

Create a meeting with start, end, timezone, platform, location label, and HTTPS join URL. The API assigns a stable iCalendar UID and sequence. Keep access instructions free of reusable secrets.

Step 2 — Prepare the agenda

Use Agenda on the meeting row. Give each item a title, context or pre-read, planned minutes, presenter where available, and state. Publish the agenda only after sensitive pre-reads have the correct access classification.

Step 3 — Run the meeting elsewhere

Use the join link at the scheduled time. Record attendance and working notes with the minimum personal information needed. Do not paste confidential chat logs or recordings into general notes.

Step 4 — Create revisioned minutes

Use Minutes to record the discussion summary, decisions, and private facilitator notes. draft is working content, review is awaiting approval, published is the approved shared revision, and an older revision may become superseded. Publishing must not expose facilitator notes.

Turn decisions that require action into owned tasks and record risks or requirements when evidence is needed.

Calendar export

Authenticated .ics export includes meetings as VEVENT records and due work as VTODO records with stable UIDs, UTC timestamps, sequence, status, and escaped text. It is a publish/download profile only; recurrence expansion, attendee scheduling replies, and CalDAV write-back are not currently supported.

Stop and escalate

Stop before publication if minutes contain restricted personal data, allegations, security details, unredacted bot tokens, or links that grant more access than intended.

Completion check

Participants can find the meeting location and approved decisions, while private notes and the actual call remain in their authorized systems.