Organize Meetings

Organize Meetings

Usage

• /organize-meetings — Sweep Meetings/_inbox/ and propose destinations for every file.
• /organize-meetings <path> — Categorize a single file (in or out of _inbox/).
• /organize-meetings --auto — Apply only high-confidence proposals (≥ 4/5 majority); leave the rest in _inbox/ for next sweep.

When to run

Why this skill exists

The Gemini-emailed archiver (.scripts/gmail_ai_transcripts_to_meetings.py) only knows deterministic patterns: daily standups, sprint ceremonies, recurring team meetings, etc. Everything name-dependent — 1:1s with anyone, cross-team syncs, novel meeting titles — lands in Meetings/_inbox/ and waits here for triage.

Routing is agent-driven, not script-driven: similarity (via qmd-vector_search) finds where the new note's siblings live; memory (feedback_meeting-routing.md) captures learned exceptions so future runs apply them automatically.

Frontmatter Conventions

Files in _inbox/ are normal meeting notes with Notes: and created: frontmatter. The skill does not modify frontmatter — it only moves files (git mv) and updates the H1 inside when renaming.

Workflow

Step 1: Discover candidates

See vault-context for vault discovery conventions.

• No args: query the live Base view — obsidian base:query path=Meetings.base view=Inbox format=paths. Returns every file under Meetings/_inbox/ (the .gitkeep is excluded automatically since it's not a .md).
• <path> arg: single-file mode — operate on that path.
• If the candidate list is empty, print Nothing to organize. and exit.

Step 2: Read memory for learned conventions

Check memory/feedback_meeting-routing.md (if present). It contains routing hints the user has confirmed over time, e.g.:

Titles with both "" and "" → Meetings/Tech Syncs/ (not One-on-ones/), filename <Name A> x <Name B> Sync - YYYY-MM-DD.md.

Apply these before qmd similarity so they always win.

Step 3: For each candidate, propose a destination

For each candidate file:

1. Extract the title: filename minus the trailing - YYYY-MM-DD.md (or use the H1 inside the body if cleaner).
2. Apply memory overrides (Step 2). If a memory rule matches confidently, skip to Step 4 with confidence = high (memory).
3. Otherwise, run qmd-vector_search on the title — return top 5 most similar meeting paths.
4. Aggregate:
   • Count how many of the 5 matches live in each folder. Pick the mode.
   • Inspect filenames in that folder to infer naming pattern:
     • All siblings end in - YYYY-MM-DD.md → keep date suffix.
     • All siblings use YYYY-MM-DD.md only (e.g. Engineering/Scrum/) → use date-only.
     • Siblings share a prefix (e.g. Tech Leads Weekly - ) → consider renaming to match.
5. Score confidence:

   Match count	Confidence
   5/5 or 4/5 same folder	high
   3/5 same folder	medium
   < 3/5 or no matches	low

Step 4: Present proposals to the user — MANDATORY CONFIRMATION

⚠️ Never move files without confirmation, except in --auto mode (where only high-confidence proposals run, low/medium skip).

Display a numbered table:

| # | File | → Folder | New filename | Confidence | Reasoning |
|---|------|----------|--------------|------------|-----------|
| 1 | _inbox/Jane x Me - 2026-06-02.md | One-on-ones/ | Jane x Me - 2026-06-02.md | high (5/5 qmd) | siblings: John x Me, Alex x Me, Sam x Me |
| 2 | _inbox/PatMe Sync - 2026-06-02.md | Tech Syncs/  | PatMe Sync - 2026-06-02.md | high (memory)  | memory: Pat/Me → Tech Syncs |
| 3 | _inbox/Foo Bar - 2026-06-01.md    | ?            | ?                          | low (1/5 qmd)  | no clear majority — needs user |

Ask the user: "all", "high-confidence only", "1,3", "none", or per-file corrections (e.g. "2 → Engineering/").

Step 5: Apply moves

For each approved proposal:

1. git mv "<old path>" "<new path>" — preserves history.
2. If the new filename differs from the old, update the H1 inside the file. Skip if H1 already matches the new filename.

Step 6: Capture corrections to memory

When the user overrides a proposal ("don't put Pat/Me in One-on-ones, it goes to Tech Syncs"), this is feedback worth saving. Write or update memory/feedback_meeting-routing.md:

---
name: meeting-routing-conventions
description: Learned routing rules for /organize-meetings — overrides qmd similarity
metadata:
  type: feedback
---

When triaging Meetings/_inbox/ via /organize-meetings:

- Titles containing both "<name-a>" and "<name-b>" → `Meetings/Tech Syncs/`.
  **Why:** It's a recurring manager sync, not a standard 1:1.
  **How to apply:** Apply before qmd similarity. Filename pattern: `<original> - YYYY-MM-DD.md`.

- (more learned rules append here over time)

Always include a Why: (the user's reasoning, if given) and How to apply: (the precondition + filename pattern). Capture one rule per bullet so future updates are atomic.

Step 7: Commit

See /commit. Skip when called as part of /meeting wrap pending — the parent sequence commits at the end.

When called standalone: commit with update: /organize-meetings — N files moved (or similar). Skip if nothing was moved.

Edge Cases

• No qmd matches at all (e.g. truly novel meeting type): low confidence. Ask the user; do NOT default to a folder.
• Multiple folders tied: low confidence. Ask the user.
• File already wrapped (NotesCached, Participants, TodosExtracted already set in frontmatter): still route it — wrapping doesn't lock the file location. Frontmatter survives the move.
• H1 inside the file is generic (e.g. just # Meeting): leave it alone; don't fabricate a new H1.
• Filename collision at destination: append .dup-N or ask the user.

Important Notes

• Always use git mv, never mv — history matters.
• Never auto-move low confidence proposals, even in --auto mode.
• Memory entries are cumulative: append, don't overwrite. Each entry is a separate rule.
• If qmd's index is stale (a recent batch of renames hasn't been reindexed), low-confidence proposals may be common — note this in the proposal reasoning and suggest the user reindex.
• This skill does NOT modify the Notes:, Participants:, NotesCached:, or TodosExtracted: frontmatter. Those belong to /cache-notes, /fill-participants, and /followup-todos.