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📅 Smart Meeting Actions

Take control of your calendar with one-click meeting actions! Skip optional meetings, decline conflicts, or work on alternative tasks - all from your Briefing screen.

What Can You Do? 🎯​

  • Skip meetings without sending notifications
  • Decline invitations professionally
  • Cancel meetings you're organizing
  • Start timers even during meeting windows
  • See alternative tasks when you skip or decline
  • Make quick decisions about your time

Meeting Actions Explained 🔄​

Skip a Meeting (Personal Choice)​

When a meeting shows up in your Briefing:

  • Click "Skip" to mark it as not attending
  • No notifications sent to anyone
  • Meeting collapses to a small gray card
  • Alternative tasks appear immediately
  • Click "Unskip" anytime to reverse

Perfect for:

  • Optional recurring meetings
  • Meetings where you're FYI'd
  • Times when other work is more urgent
  • When you need focus time

Decline a Meeting (Professional Response)​

For invitations you can't attend:

  • Click "Decline" on any meeting invite
  • Confirmation shows meeting details
  • Sends professional decline via your calendar
  • Organizer and attendees get notified
  • Alternative tasks suggested

Perfect for:

  • Double-bookings
  • Schedule conflicts
  • Meetings you can't make
  • When you need to communicate changes

Cancel a Meeting (Organizer Only)​

If you organized the meeting:

  • Click "Cancel" button
  • Confirmation warns about notifications
  • Sends cancellation to all attendees
  • Everyone's calendar updates automatically
  • Alternative tasks suggested for freed time

Perfect for:

  • Rescheduling your meetings
  • Canceling unnecessary syncs
  • Freeing up everyone's time

Start a Focus Timer​

Any meeting card shows "Start Timer":

  • Begin a Pomodoro session
  • Choose standard (25 min) or quick (15 min)
  • Work productively before/during meeting window
  • Timer visible across all devices
  • Pause/Resume/Stop controls available

Perfect for:

  • Meeting prep time
  • Quick tasks before meetings
  • Productive use of waiting time

Alternative Tasks: Your Next Move 💡​

When you skip or decline a meeting, the app doesn't just say "okay" - it shows what to do instead:

What You See​

  • 2-3 alternative tasks appear
  • Each with Start/Complete/Timer buttons
  • Chosen based on:
    • Current priority
    • Time until next meeting
    • Task dependencies
    • Your recent work patterns

How to Use It​

  1. Skip or decline a meeting
  2. Browse alternative suggestions
  3. Click "Start Timer" on the best one
  4. Get productive immediately

Expand/Collapse​

  • Click chevron icon to expand alternatives
  • See full task details
  • Action buttons always visible
  • Collapse to save space

Making It Work for You 🎨​

Morning Optimization​

  • See all morning meetings
  • Skip optional check-ins
  • Work on morning habits instead
  • Start day with wins

Double-Booking Handler​

  • Both meetings show up
  • Decline the less important one
  • See alternatives for that time slot
  • Make the right choice fast

Meeting Prep Master​

  • Meeting starting in 15 minutes
  • Click "Start Timer" for quick prep
  • Focus on prep task
  • Enter meeting ready

The "No-Show" Response​

  • Organizer hasn't shown up
  • Click "Skip" on the meeting
  • Alternative tasks appear
  • Get 20 productive minutes

Smart Features ✨​

Role-Based Actions​

If you're an attendee:

  • See Skip and Decline buttons
  • No Cancel button (not your meeting)

If you're the organizer:

  • See Skip and Cancel buttons
  • No Decline button (can't decline your own meeting)

Everyone sees:

  • Start Timer
  • View in Calendar
  • Pause/Resume/Stop (when timer active)

Real-Time Updates​

  • All actions sync across devices
  • Household members see timer updates
  • Calendar changes reflected immediately
  • WebSocket magic keeps everything current

Confirmation Dialogs​

Destructive actions show confirmation:

  • Meeting details displayed
  • Consequence explained clearly
  • Easy cancel option
  • Commit button to proceed

Tips for Success 📚​

  • Make Skip Your Default: For optional meetings, skip first, attend if needed
  • Use Alternative Tasks: They're chosen specifically for available time
  • Timer Everywhere: Even a 5-minute gap can be productive
  • Unskip is Forgiving: Changed your mind? One click reverses
  • Check Before Declining: Look at alternatives to confirm it's the right call

Common Questions 🤔​

Q: Do people know when I skip a meeting? A: Nope! Skip is personal. No notifications sent.

Q: What's the difference between Skip and Decline? A: Skip = personal choice, no notifications. Decline = professional response via calendar.

Q: Can I skip a meeting I'm organizing? A: Yes! Skip is always available. You can skip and still keep the meeting scheduled for others.

Q: Do alternative tasks disappear if I change my mind? A: No! Click Unskip and the meeting comes back. Alternatives stay available.

Q: Can I start a timer during a meeting? A: Yes! Perfect for meeting prep or productive waiting time.

Q: What happens if I lose internet connection? A: Actions queue up and sync when you're back online.

Keyboard Shortcuts ⌨️​

  • s - Skip meeting (when focused)
  • d - Decline meeting (when focused)
  • t - Start timer (when focused)
  • Esc - Close confirmation dialog

Privacy & Sync 🔒​

  • Skip data: Stored locally (localStorage)
  • Decline/Cancel: Sent via your calendar (Google/Microsoft)
  • Timer data: Synced via secure WebSocket
  • Alternative tasks: Generated from your task data

Need Help? 🆘​

  • Click "View in Calendar" to see full details
  • Ask Kaia: "How do I skip a meeting?"
  • Check your calendar integration settings
  • Visit our API Documentation for developers

Pro Tip: Start your day in the Briefing screen. See all meetings, make quick decisions about what to attend, and get alternative tasks for the skipped ones. Your calendar works for you, not the other way around.