Meeting Schema Validation

Meeting Schema Validation

Purpose

Ensure all meeting transcripts maintain consistent schema for:

• Reliable meeting synthesis
• Accurate customer attribution
• Proper temporal filtering
• Searchable meeting archives

When to Use This Skill

Activate automatically when:

• Processing new meeting transcripts
• meeting-synthesis skill loads meeting files
• User adds meetings to datasets/meetings/
• Validating meeting data integrity
• Any workflow depends on meeting transcript structure

Required Schema

YAML Frontmatter Requirements

All meetings must begin with:

---
date: "YYYY-MM-DD"
type: "sales" | "product" | "customersuccess" | "onboarding" | "strategy" | "ops" | "marketing" | "general"
customer: "Company Name"  # Primary customer/company
companies: ["Company A", "Company B"]  # All companies involved
participants: ["Person Name", "Another Person"]
granola_folder: "Sales" | "Product" | "CustomerSuccess" | etc.
granola_url: "https://app.granola.so/notes/..."
meeting_note_id: "uuid-format-string"
tags: ["2025Q3", "keyword", "topic"]
---

Required fields:

• date: ISO format YYYY-MM-DD
• type: One of the defined meeting types
• customer: Primary customer/company name
• companies: Array of all involved companies
• participants: Array of participant names

Optional but recommended:

• granola_folder: Source folder (for tracking)
• granola_url: Link to original notes
• meeting_note_id: Unique identifier (UUID)
• tags: Searchable keywords and quarters

File Naming Convention

Required format:

YYYY-MM-DD_{type}_{titleSlug}_{companyOrFunctionSlug}_{participantsSlug}.md

Examples:

2025-10-15_sales_discovery-call_prettyboy_jenna-mike.md
2025-10-14_product_feature-planning_internal_jay-sarah.md
2025-10-13_customersuccess_qbr_compoundstudio_alex.md

Components:

1. YYYY-MM-DD: Meeting date (matches frontmatter date field)
2. {type}: Meeting type (matches frontmatter type field)
3. {titleSlug}: Kebab-case title describing meeting topic
4. {companyOrFunctionSlug}: Company name or internal function (kebab-case)
5. {participantsSlug}: Key participants (kebab-case, abbreviated)

Required Content Sections

All meetings must contain these sections:

## ⬇️ AI Summary
[Executive summary of key points and outcomes]

## ⬇️ Action Items
- [ ] Action item 1
- [ ] Action item 2

## ⬇️ Full Transcript
[Raw transcript or detailed notes]

## ⬇️ Links
- [Link to related resource]

Section order is standardized (aids parsing and synthesis)

Directory Structure

Meetings organized by:

datasets/meetings/
├── Customers/
│   └── {CustomerName}/
│       └── {YYYY}/
│           └── MM-DD_{type}_{title}_{customer}_{participants}.md
└── Internal/
    └── {Function}/  # Product, CS, Sales, Marketing, Ops
        └── {YYYY}/
            └── MM-DD_{type}_{title}_{function}_{participants}.md

Examples:

datasets/meetings/Customers/PrettyBoy/2025/10-15_sales_discovery-call_prettyboy_jenna-mike.md
datasets/meetings/Internal/Product/2025/10-14_product_feature-planning_internal_jay-sarah.md

Validation Process

1. Load Meeting File

Read meeting from:

• datasets/meetings/Customers/{Customer}/{YYYY}/{filename}.md, OR
• datasets/meetings/Internal/{Function}/{YYYY}/{filename}.md

2. Validate YAML Frontmatter

Check required fields exist:

✓ date present and format YYYY-MM-DD?
✓ type present and valid value?
✓ customer present (non-empty string)?
✓ companies present and array?
✓ participants present and array?

Validate field formats:

• date: Regex ^\d{4}-\d{2}-\d{2}$
• type: Must be one of: sales, product, customersuccess, onboarding, strategy, ops, marketing, general
• customer: Non-empty string
• companies: Array with at least one entry
• participants: Array with at least one entry
• tags: Array (if present)
• meeting_note_id: UUID format (if present)
• granola_url: Valid URL (if present)

3. Validate File Naming

Extract components from filename:

^(\d{4}-\d{2}-\d{2})_([a-z]+)_([a-z0-9-]+)_([a-z0-9-]+)_([a-z0-9-]+)\.md$

Validate consistency:

• Date in filename matches frontmatter date?
• Type in filename matches frontmatter type?
• Filename uses kebab-case throughout?
• Filename follows YYYY-MM-DD prefix pattern?

4. Validate Content Sections

Check required sections exist:

✓ ## ⬇️ AI Summary
✓ ## ⬇️ Action Items
✓ ## ⬇️ Full Transcript
✓ ## ⬇️ Links

Validation method:

grep -q "## ⬇️ AI Summary" meeting.md
grep -q "## ⬇️ Action Items" meeting.md
grep -q "## ⬇️ Full Transcript" meeting.md
grep -q "## ⬇️ Links" meeting.md

5. Validate Directory Placement

Check file is in correct directory:

• Customer meetings → datasets/meetings/Customers/{CustomerName}/{YYYY}/
• Internal meetings → datasets/meetings/Internal/{Function}/{YYYY}/

Consistency checks:

• Directory customer name matches frontmatter customer?
• Directory year matches frontmatter date year?
• Directory function matches meeting context (for internal meetings)?

6. Generate Report

If all pass:

# Meeting Schema Validation: PASS

**File**: 2025-10-15_sales_discovery-call_prettyboy_jenna-mike.md

✓ YAML frontmatter complete: All required fields present
✓ Field formats valid:
  - date: 2025-10-15 (valid ISO format)
  - type: sales (valid type)
  - customer: PrettyBoy (present)
  - companies: ["PrettyBoy"] (array, 1 entry)
  - participants: ["Jenna Smith", "Mike Johnson"] (array, 2 entries)
✓ Filename format valid: YYYY-MM-DD_{type}_{title}_{customer}_{participants}.md
✓ Filename consistency: Date and type match frontmatter
✓ Required sections present: AI Summary, Action Items, Full Transcript, Links
✓ Directory placement valid: Customers/PrettyBoy/2025/

**Status**: Meeting schema validated

If any fail:

# Meeting Schema Validation: FAIL

**File**: 2025-10-15_discovery_prettyboy.md

✗ YAML frontmatter incomplete:
  - Missing field: `participants`
  - Missing field: `companies`

✗ Filename format invalid:
  - Expected: YYYY-MM-DD_{type}_{title}_{customer}_{participants}.md
  - Actual: 2025-10-15_discovery_prettyboy.md
  - Missing: {participants} component

✗ Required sections missing:
  - Missing: ## ⬇️ Action Items

✗ Directory placement incorrect:
  - File location: datasets/meetings/2025-10-15_discovery_prettyboy.md
  - Expected: datasets/meetings/Customers/PrettyBoy/2025/

**Required fixes**:
1. Add missing frontmatter fields: participants, companies
2. Rename file to include all components
3. Add missing section: ## ⬇️ Action Items
4. Move file to correct directory: Customers/PrettyBoy/2025/

**Status**: NEEDS_FIX

7. Block or Approve

If PASS:

• Meeting can be used in synthesis workflows
• Schema integrity confirmed
• Ready for processing

If FAIL:

• Meeting blocked from synthesis
• Workflows depending on this meeting flagged
• Must address violations before use

Integration with Workflows

Meeting Synthesis Integration

Invoked by:

• meeting-synthesis skill (before processing meetings)
• product-planning workflow (validates meetings in time window)
• cs-prep workflow (validates customer meeting collection)

Blocking behavior:

• If schema validation fails → meeting skipped from synthesis
• User notified of schema violations
• Invalid meetings logged for manual review

Manual Validation

Direct usage: User can validate existing meetings:

"Validate meeting schema for datasets/meetings/Customers/PrettyBoy/2025/10-15_sales_discovery-call_prettyboy_jenna-mike.md"

Auto-Correction

For minor issues, offer auto-correction:

Correctable issues:

• Missing companies array: Auto-populate from customer field
• Missing tags array: Auto-generate from date (e.g., "2025Q3") and type
• Incorrect directory: Suggest correct path and offer to move

Non-correctable issues:

• Missing required fields (date, type, customer, participants)
• Invalid field formats
• Missing required sections → These require manual fixes

Success Criteria

Meeting schema validated when:

• All required frontmatter fields present and valid
• Filename follows naming convention
• Filename consistent with frontmatter
• All required sections present
• File in correct directory
• Validation report shows PASS status

Common Mistakes

Related Skills

• meeting-synthesis: Uses validated meetings for signal extraction
• source-integrity: Complementary validation for other source types
• product-planning: Depends on valid meeting schema

Anti-Rationalization Blocks

Common excuses that are explicitly rejected: