/meeting-prep — Meeting Preparation Brief

Build a comprehensive preparation brief before a customer meeting by aggregating calendar context, prior meeting notes, email threads, open follow-ups, and facilitator notes from Microsoft 365. Write the brief to the customer engagement repo and commit it.

Platform Compatibility

This skill runs on macOS, Linux, and Windows. Detect the OS before running shell commands and pick the right syntax. See _shared/PLATFORM.md (relative to the skills repo root) for the full translation table. Quick reference:

Detect OS via $IsWindows (PowerShell) or [ "$(uname)" = "Darwin" ] / [ "$(uname)" = "Linux" ] (bash). Default to POSIX, fall back to PowerShell on Windows.

Core Principles

• Never fabricate context. Only include information retrieved from M365 tools or the local customer repo. If a source is unavailable, say so explicitly in the brief.
• Preserve source language. Section headings are always English. Content (meeting body, email excerpts, notes, action items) stays in its original language — do not translate Hebrew to English or vice versa. Preserve Hebrew text as-is.
• Graceful degradation. Every data source can fail. The brief must still be useful even when some sources return nothing. Note what's missing so the user knows what to check manually.
• Best-effort customer detection. Use attendee email domains as the primary signal, then folder scanning, then meeting subject. Suggest when ambiguous, ask when unknown — never guess a customer name.
• One brief per meeting. Output is both .html (RTL, dark-theme, auto-opened in Edge) and .md (for git). Path is deterministic: ~/customer-engagements/{slug}/projects/{project}/meetings/{date}-{subject-slug}.*. If files already exist, ask whether to overwrite or append.
• Commit immediately. After writing the brief, commit to git so it's versioned and findable.

Prerequisite Auto-Install

Before running, verify all dependencies are present. Install anything missing automatically.

Required Sibling Skills

This skill requires the following sibling skill from the same repository (https://github.com/roie9876/clawpilot-skills):

Check if it is installed:

# macOS / Linux
[ -f "$HOME/.copilot/skills/customer-repo/SKILL.md" ] && echo "✅ customer-repo" || echo "❌ customer-repo MISSING"

# Windows
if (Test-Path "$HOME\.copilot\skills\customer-repo\SKILL.md") { "✅ customer-repo" } else { "❌ customer-repo MISSING" }

If missing, install all skills from the repository:

1. Clone the repo (skip if already cloned):

   # macOS / Linux
   [ -d "$HOME/customer-skills/.git" ] || git clone https://github.com/roie9876/clawpilot-skills.git "$HOME/customer-skills"

   # Windows
   if (-not (Test-Path "$HOME\customer-skills\.git")) {
       git clone https://github.com/roie9876/clawpilot-skills.git "$HOME\customer-skills"
   }

2. Run the installer (idempotent — safe to re-run):

   # macOS / Linux
   bash "$HOME/customer-skills/scripts/install.sh"

   # Windows
   pwsh "$HOME\customer-skills\scripts\install.ps1"

3. Verify installed. If still missing, stop and report the error.

Required Tools

M365 Sign-In

Check m_m365_status. If not signed in → call m_m365_sign_in.

Step 1: Identify the Target Meeting

Ask the user which meeting to prepare for, or accept it from the prompt (e.g., "/meeting-prep Contoso sync tomorrow").

If the user names a specific meeting: 2. Match the user's description against event subjects (case-insensitive, partial match). 3. If multiple matches, present a numbered list and ask the user to pick.

If the user says "my next meeting" or similar:

1. Call m365_list_events(limit: 5) with default range (next 7 days).
2. Filter out all-day events and cancelled events.
3. Present the next upcoming event and confirm with the user.

If no events are found:

• Report: "No upcoming meetings found in the next 7 days. Try specifying a date range or meeting subject."
• Stop and wait for user input.

Once confirmed, call m365_get_event(eventId) to load the full event with attendees, body, and online meeting details.

Step 2: Detect the Customer

Extract the customer from the meeting context using this priority chain:

1. Attendee email domains — From the event attendees, identify email domains that are NOT your organization's internal domain (configure your own internal domain, e.g. @yourcompany.com). External domains are the strongest customer signal.
2. Folder scanning — Run ls ~/customer-engagements/ and match external domains or company names against existing folder names.
3. Meeting subject — Look for company names in the meeting subject line.
4. User prompt — If the user mentioned a customer name in their request, use that.

Resolution rules:

• If exactly one external domain matches a folder → use that customer.
• If multiple external domains → present the options and ask the user.
• If no external domain but the subject contains a known folder name → use that, confirm with the user.
• If no match at all → ask the user for the customer name.
• If the customer has no folder in ~/customer-engagements/ → offer to chain /customer-repo to scaffold one, then continue.

Set {slug} to the customer folder name (lowercase, hyphenated).

Step 3: Detect/Select Project

Within the detected customer repo, identify which project this meeting relates to:

1. List projects — Run ls ~/customer-engagements/{slug}/projects/ to enumerate project subfolders.
2. Auto-select if only one project exists — Use it without asking.
3. Auto-match by meeting subject keywords — Compare the meeting subject against project folder names using fuzzy, case-insensitive matching. Example: a meeting titled "SASE Architecture Review" matches a project folder named sase.
4. If multiple projects and no auto-match → Present a numbered list of projects and ask the user to pick.
5. If no projects/ directory or no project folders exist → Offer to create one via /customer-repo {customer}/{suggested-name} (derive the suggested name from the meeting subject). If the user confirms, scaffold the project and continue. If the user declines, fall back to the customer-level folder.

Set {project} to the selected project folder name.

Step 4: Gather Prior Context from Customer Repo

Read existing files from the customer engagement folder to build context:

1. Prior meeting notes — ls ~/customer-engagements/{slug}/projects/{project}/meetings/ and read the 2-3 most recent files. Extract key decisions, open items, and follow-ups.
2. Open follow-ups — Check if ~/customer-engagements/{slug}/projects/{project}/followups.md exists. Read and extract open items.
3. Account context — Check for ~/customer-engagements/{slug}/README.md for background on the engagement (stakeholders, overall relationship, etc.).
4. Project context — Check for ~/customer-engagements/{slug}/projects/{project}/README.md for project-specific scope, goals, and architecture context.

If any file is missing, skip silently — these are optional enrichments. If the project-level README.md is missing, note "Project README not found — project-specific context unavailable" in the brief.

Step 5: Gather M365 Data

Run these tool calls to collect meeting intelligence. Each call has an explicit failure path — if a tool fails, note the gap in the brief and continue with remaining sources.

5a. Prior Email Threads

Search for recent emails involving the customer or meeting subject:

m365_search_emails(query: "{customer-name} OR {meeting-subject}", startDate: "{30-days-ago}", endDate: "{today}", limit: 10)

• Extract key topics, decisions, and open questions from the email threads.
• If the search fails or returns no results → note "Email context unavailable" in the brief.

5b. Prior Meeting Notes (Facilitator / Copilot)

If the meeting is recurring or has a prior occurrence, try to get facilitator notes from the last instance:

m365_get_facilitator_notes(joinUrl: "{prior-meeting-join-url}")

Or search by topic if no join URL:

m365_get_facilitator_notes(topic: "{meeting-subject}")

• Extract meeting notes and action items.
• If unavailable → note "Facilitator notes unavailable (requires organizer role + Microsoft 365 Copilot license)" in the brief.

5c. Prior Meeting Transcript

If a prior meeting had a Teams recording:

m365_get_transcript(joinUrl: "{prior-meeting-join-url}")

• Summarize key discussion points if the transcript is available.
• If unavailable → note "No transcript available for the prior meeting" in the brief.

5d. Attendee Lookup

For external attendees, enrich with organizational context:

m365_search_people(query: "{attendee-name-or-email}")

• Extract job title, department, and company for each attendee.
• If lookup fails for an attendee → list them with email only, no role.

Step 6: Generate the Prep Brief

Output format: RTL HTML — The brief is generated as a self-contained .html file with dir="rtl" and dark-theme styling. This ensures mixed Hebrew/English content is properly right-aligned and renders beautifully in a browser.

Also write a .md version for git tracking and plain-text use.

HTML Template

Use this HTML structure as the base. Populate sections with gathered data:

<!DOCTYPE html>
<html lang="he" dir="rtl">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width, initial-scale=1.0">
<title>Meeting Prep: {subject}</title>
<style>
  body {
    font-family: -apple-system, BlinkMacSystemFont, 'Segoe UI', system-ui, sans-serif;
    max-width: 800px;
    margin: 40px auto;
    padding: 0 24px;
    background: #1e1e1e;
    color: #d4d4d4;
    line-height: 1.7;
    direction: rtl;
    text-align: right;
  }
  h1 { color: #569cd6; border-bottom: 2px solid #333; padding-bottom: 12px; font-size: 1.6em; }
  h2 { color: #4ec9b0; margin-top: 2em; border-bottom: 1px solid #333; padding-bottom: 6px; }
  strong { color: #dcdcaa; }
  code { background: #2d2d2d; padding: 2px 6px; border-radius: 3px; font-size: 0.9em; }
  table { border-collapse: collapse; width: 100%; margin: 12px 0; }
  th, td { border: 1px solid #444; padding: 8px 12px; text-align: right; }
  th { background: #2d2d2d; color: #9cdcfe; }
  ul, ol { padding-right: 24px; padding-left: 0; }
  li { margin-bottom: 6px; }
  .ltr { direction: ltr; text-align: left; }
  .meta { color: #9cdcfe; }
  .note { background: #2d2d30; border-right: 3px solid #569cd6; padding: 12px 16px; margin: 12px 0; border-radius: 4px; }
  .tag { display: inline-block; padding: 2px 8px; border-radius: 10px; font-size: 0.8em; margin-left: 6px; }
  .tag-pending { background: #4e4e21; color: #dcdcaa; }
  .tag-done { background: #1e3a1e; color: #4ec9b0; }
  hr { border: none; border-top: 1px solid #333; margin: 2em 0; }
  .footer { color: #666; font-size: 0.85em; font-style: italic; }
</style>
</head>
<body>
<!-- Populate sections: h1 title, metadata table (including Project row), attendees table,
     Prior Context (ul), Open Follow-ups (ul with .tag-pending spans),
     Facilitator Notes, Key Topics/Agenda (ol), Preparation Notes (ul with emoji prefixes),
     footer -->
</body>
</html>

Key HTML patterns:

• Meeting metadata → <table> with th/td rows (date, customer, project, partner, location, organizer)
• Attendees → <table> with columns: שם, אימייל, ארגון / תפקיד. Email cells get class="ltr".
• Important notes → <div class="note"> with right-border accent
• Open follow-ups → <ul> items with <span class="tag tag-pending">ממתין</span> prefix
• LTR content (emails, URLs, code) → wrap in <span class="ltr"> or add class="ltr" to cell

Markdown Template (secondary)

Also write a standard .md file with the same content for git tracking:

# Meeting Prep: {subject}

**Date:** {date} {time} ({timezone})
**Customer:** {customer-name}
**Project:** {project}
**Attendees:**
- {name} ({email}) — {role/title, if known}

## Prior Context
{bullet points}

## Open Follow-ups
- [ ] {action item} — {owner} (from {source})

## Facilitator Notes (Previous Meeting)
{notes or unavailability notice}

## Key Topics / Agenda
{numbered list}

## Preparation Notes
{bullet points}

---
*Generated by /meeting-prep on {timestamp}*

Content Language Rules

• All section headings → English (both in HTML and markdown).
• Content within sections → preserve the original language as-is.
• Action items → extract from both English and Hebrew text. Do not translate.
• Attendee names → preserve original form.

Step 7: Write Files, Commit, and Open

1. Compute the output paths:

   ~/customer-engagements/{slug}/projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.html   (primary — for viewing)
   ~/customer-engagements/{slug}/projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.md     (secondary — for git)

   Where {subject-slug} is the meeting subject lowercased, spaces replaced with hyphens, special characters removed, truncated to 60 characters.
2. Check if the file exists — If either file exists, read it and ask the user:
   • "A prep brief already exists for this meeting. Overwrite, append, or skip?"
3. Create the meetings directory if needed:

   mkdir -p ~/customer-engagements/{slug}/projects/{project}/meetings

4. Write both files — the .html (RTL, dark-theme, styled) and .md (plain markdown).

5. Commit to git:

   cd ~/customer-engagements/{slug}
   git add projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.html projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.md
   git commit -m "meeting-prep: {customer-name}/{project} — {meeting-subject}"

   If the repo is not a git repo or the commit fails, inform the user but do not fail the skill — the brief is still written.

6. Open the HTML brief in Microsoft Edge (use the syntax matching the host OS):

   macOS:

   open -a "Microsoft Edge" "$HOME/customer-engagements/{slug}/projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.html" 2>/dev/null \
     || open "$HOME/customer-engagements/{slug}/projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.html"

   Linux:

   xdg-open "$HOME/customer-engagements/{slug}/projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.html"

   Windows (PowerShell):

   $brief = "$HOME/customer-engagements/{slug}/projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.html"
   try { Start-Process msedge.exe $brief -ErrorAction Stop } catch { Invoke-Item $brief }

   If Edge is not installed, fall back to the OS default browser. Do not fail the skill if the open command fails — the brief is already written and committed.

Error Handling

Every m365_* tool call can fail. Handle each failure individually so a single unavailable source doesn't block the entire brief.