Every email a participant and the admin team receive, shown with sample data for one circle.
Phase 1 — Formation
① Welcome to Your Circle → all members
② Anchor Invitation → anchor only
Phase 2 — Scheduling (Call 1 only)
③ Circle Invitation + Scheduling Poll → all members
④ Poll Reminder 24h → non-responders
⑤ Poll Reminder 48h → non-responders
⑤a Poll Quorum — "A time is forming!" → anchor
Phase 3 — Pre-Call (every call)
⑥ Time Confirmed / RSVP Invite → all members
⑦ RSVP Confirmation + Zoom Link → each on RSVP
⑦½ RSVP Nudge 24h & 48h → non-RSVP'd members (skips inactive)
⑧ Anchor 24h Briefing → anchor only · call flow, RSVP list, opening question
⑨ Anchor 2h Update → anchor only · updated RSVP list + host link
⑩ Guest 2h Reminder → RSVP'd members only
Phase 4 — Post-Call (every call)
⑪ Post-Call Feedback Invite → all members
A Admin Feedback Digest → admins
Phase 5 — Next Call Setup (Calls 2 & 3)
⑫ Next Call Invite → non-anchor members · single RSVP email, no scheduling poll
Then phases 3–4 repeat for Calls 2 and 3
Anytime Emails
A Circle Note → all members · sent by admin or anchor
A Re-poll Request → anchor · admin cancels poll, asks for new times
A Step-Away Notification → admins
A Anchor Declined → admins
A Poll No-Match / Stalled → admins
Dear Marcus,
Your Metta Circle is ready.
When you signed up, you shared what's genuinely alive in you. We used those reflections to find threads of connection between people, and then grouped you into small circles. Some of that matching is pattern, and some is serendipity — and we're curious to see which connections surprise us most.
Here's who you'll be sitting with:
You'll meet over 3 weekly calls, ~75 minutes each. Priya will hold space as your facilitator. Here's the arc:
Call 1 — Arriving: Each person shares what's alive. Others listen — no discussion yet, just witnessing.
Call 2 — Going Deeper: Reflection questions drawn from what emerged. Open conversation — speak when moved, listen when you're not.
Call 3 — What Now?: What shifted? Each person offers something — a commitment, a question, an ask. The group harvests what emerged and decides how to carry it forward.
This is an experiment. The arc above is a scaffold, not a script. No preparation needed — just show up as you are.
A few gentle norms
Keep your camera on if you're able — seeing each other matters for trust.
Find a quiet space where you won't be interrupted for the full 75 minutes.
Arrive on time — we begin with a minute of silence.
What's shared stays in the circle.
What happens next?
You'll receive a short scheduling poll in the next day or two to find a time that works for everyone. Once we have at least 4 people aligned on a time, we'll confirm and send you the call details.
With gratitude,
The Metta Circles Crew
Hi Priya,
We're launching Metta Circles — small groups from the AI + Wisdom Pod coming together over three weekly calls to explore a shared question. We used AI to surface resonances across what people shared, and formed circles around those threads — leaving room for serendipity too.
Would you be open to holding space for one? No formal training required — just a willingness to open with silence and trust what emerges. Our space-holding guide will walk you through it.
If you'd like a sense of what anchoring involves, here's our 3-call arc and space-holding guide. The short version: open with silence, offer a question, trust what emerges.
When you confirm, each member receives a scheduling poll to find a shared time. You'll get a Zoom link once a time is set.
Questions about what anchoring involves? Just reply to this email — we're happy to talk it through.
If you can, please respond within 48 hours so we can get the scheduling started for everyone.
No explanation needed. We'll find another anchor.
With gratitude,
Pod Crew
Your Metta Circle Awaits
Dear Priya, Marcus, Elena, Kenji, and Amara
Welcome to your Metta Circle — a space where questions don't need quick answers.
Priya brings a contemplative lens to AI governance, and her quiet presence creates room for others. Marcus lives the daily tension between building efficient systems and staying present. Elena's questions about raising children amid algorithms ground the abstract in the deeply personal. Kenji is rethinking what "alignment" means beyond code, and Amara carries intergenerational wisdom that reframes the whole conversation.
Together, you span the full arc — from building the tools, to raising the humans who'll inherit them, to asking whether the right questions are even being asked.
Proposed times (Pacific):
Once enough circle members select a time, we'll send you a confirmation with the Zoom link. Before your first call, you may want to read the Circle Participation Guide — a few shared agreements that make depth possible.
In service,
ServiceSpace Events
Hi Elena,
Quick nudge — 3 of 5 people in your Metta Circle have already shared their availability for "Stewarding AI with Heart."
Your input helps us find a time that works for everyone. It only takes a moment:
In service,
ServiceSpace Events
Hi Elena,
We'd love to include you, but we need your availability to finalize the schedule for "Stewarding AI with Heart."
4 of 5 circle members have responded. We'll be confirming a time soon — please share your availability so we can include you:
In service,
ServiceSpace Events
Hi Priya,
Good news — a time is forming for your circle "Stewarding AI with Heart"!
This is the first time slot that has enough people. You can review all votes and close the poll when you're ready:
When you confirm, all members will receive an RSVP email with the Zoom link.
With gratitude,
The Metta Circles Crew
Time Confirmed — Please RSVP
Stewarding AI with Heart
Hi Marcus,
Great news — your Metta Circle has a time!
This is Call 1 of 3 — Arriving. Same day and time for the following two weeks.
When you RSVP, you'll receive a Zoom link and calendar invite immediately. Clicking the button confirms your attendance — no extra steps.
In service,
ServiceSpace Events
Hi Marcus,
You're confirmed for your Metta Circle:
A calendar invite is attached. Please join with your camera on from a quiet space. We begin with a minute of silence.
See you there,
ServiceSpace Events
Dear Priya,
Your Metta Circle "Metta Circle: Stewarding AI with Heart" starts in 24 hours — 9:00 AM PT, Saturday, March 7.
A few things to have handy as you settle in:
Use the link below to open Zoom as host — this activates cloud recording and gives you meeting controls. Click it when you're ready to start, not before.
Call 1: Arriving — Opening Question
3 people confirmed so far:
After the call
About an hour after the call ends, each participant will receive a short feedback email. You'll also get one with a field to schedule the next call date. No action needed on your end — it all happens automatically.
Suggested call flow (~75 min)
0–5 min — Arrive & settle. Welcome everyone. Begin with a minute of silence.
5–15 min — Opening round. Each person shares their name and one sentence on what's alive for them today.
15–60 min — The opening question. Pose it, then let the group find its way. Trust the silence between shares.
60–70 min — Closing round. One word or sentence: what are you sitting with now?
70–75 min — Close with silence. Thank everyone. Mention the feedback email coming in ~1 hour.
This is just a guide — follow the energy of the group. The space-holding guide has more.
A few gentle reminders
Open with silence — a minute of quiet helps everyone arrive.
Hold the space, not the content — your job is to tend the container, not fill it.
If something unexpected happens — trust the group. You're not alone in this.
With gratitude,
The Metta Circles Crew
Dear Priya,
Quick update — your circle starts in 2 hours (9:00 AM PT, Saturday, March 7).
Call 1: Arriving — Opening Question
4 people confirmed so far:
Note: Amara RSVP'd since the 24h email — the 2h update shows the latest list.
With gratitude,
The Metta Circles Crew
Hi Marcus,
Your Metta Circle meets in about 2 hours.
Camera on, quiet space, arrive on time. We begin with a minute of silence.
See you soon,
ServiceSpace Events
Hi Marcus,
Thank you for showing up for your Metta Circle: "Stewarding AI with Heart" — Call 1 — Arriving.
We've created a private Pod Group just for your circle — a space where you can share reflections, continue the conversation, and build on each other's insights between calls (now and in future circles). When you share below, you'll automatically be added to the group.
If you can, please share within 48 hours so we can shape the next call around what's emerging.
Takes about 2 minutes. Your reflection is shared with your circle; only the private note and rating go to the organizing team.
With gratitude,
Metta Circles
Highlights or moments that inspired, surprised, or challenged me…
What I'm still sitting with…
What I'd love to explore more, in community…
Average rating: 8.3/10 (from 3 responses)
Priya (anchor) · Rating: 9/10
Reflection: The silence at the start was electric — you could feel everyone settling in. Marcus's honesty about building things he's not sure are good really landed. I noticed Elena tearing up when Amara talked about her grandmother. Something is already building here.
Marcus · Rating: 8/10
Reflection: I didn't expect to share as much as I did. There was something about Amara's framing — "the tools remember but they don't know" — that cracked me open. Still sitting with Kenji's question about whether alignment is even the right metaphor. Want to explore: what does "enough" look like in tech?
Amara · Rating: 8/10
Reflection: I was nervous coming in — I'm not in tech and wondered if I'd feel out of place. But the opposite happened. Elena's question about raising kids in this world is my question too, just from a different angle. Priya held beautiful space.
🔒 PRIVATE NOTE (not in circle feed):
Everything felt great. Kenji's audio was cutting out a bit — might want to mention headphones for next time.
⏳ Still waiting on: Elena, Kenji
✅ Anchor proposed a date. Ready to create next call:
php /var/www/pod/public/metta/bin/create-next-call.php 27 "2026-03-14" "9:00 AM"
This will create the event, Zoom link, RSVP the anchor, and email everyone.
Going Deeper
Stewarding AI with Heart — Call 2 of 3
Hi Marcus,
Your circle's second call is set. Last week, several threads emerged: the tension between building and questioning, what "enough" looks like in technology, and the wisdom that lives in the spaces between generations.
Priya is already confirmed as your anchor. When you RSVP, you'll receive a Zoom link and calendar invite immediately.
In service,
ServiceSpace Events
No scheduling poll. The anchor proposes a date in their feedback form after the previous call. An admin then runs create-next-call.php to create the event.
Single RSVP invite. All non-anchor members receive one email with an RSVP link. The anchor is auto-RSVP'd when the event is created.
RSVP nudges included. Same as Call 1: non-RSVP'd members get a gentle reminder at 24h and 48h after the invite. Inactive/deactivated members are skipped.
Anchor briefings adjust. The 24h briefing includes a call-specific flow guide (e.g., "Re-arrive" for Call 2, "Gratitude round" for Call 3) instead of the generic first-call flow.
Same post-call cycle. Feedback invite → admin digest → (next call or completion) works identically for all three calls.
Name: Elena Vasquez
Email: elena.v@gmail.com
Reason: 📅 Will miss the next call but wants to continue
Context: Circle: "Stewarding AI with Heart" (group_id 27)
My daughter's school play is on March 14 — I'll be back for Call 3. Would it be possible to get the recording or a summary of what the group discusses?
Priya Sharma has declined to anchor the circle "Stewarding AI with Heart" (group #27).
This circle needs a new anchor. Members:
Average rating: 7.5/10 (from 2 responses)
Priya (anchor) · Rating: 8/10
Reflection: Smaller group today — Elena was missed. But the intimacy was actually deeper. Marcus and Kenji had a remarkable exchange about what "enough" means. Amara's grandmother story came full circle.
Kenji · Rating: 7/10
Reflection: The silence felt different this time — less awkward, more alive. I think we're starting to actually hear each other. Missing Elena's perspective though.
⏳ Still waiting on: Marcus, Elena, Amara
Hi Priya,
The original time slots for your circle "Stewarding AI with Heart" didn't work for enough members.
We'd like you to propose a few new time options. Once you submit them, everyone in the circle will receive a fresh scheduling poll.
With gratitude,
The Metta Circles Crew
🌿 Stewarding AI with Heart
Dear Marcus,
I wanted to share a brief thought before our next call. Something Amara said last week about her grandmother's way of knowing has been sitting with me — the idea that wisdom doesn't always arrive through words.
For our Going Deeper call, I'd love for us to begin with a longer silence than usual. Maybe two minutes instead of one. Just an experiment in listening differently.
Looking forward to being with you all again.
— Priya
This note was sent to everyone in your Metta Circle.
All 5 members voted in the scheduling poll for "Stewarding AI with Heart", but no time slot reached quorum (minimum 4).
Vote breakdown:
Options:
• Use the "Cancel Poll & Re-poll" button on the circle admin page to ask the anchor for new times
• Or manually confirm the best-fit slot if close enough
"The whole of spiritual life is noble friendship."
Sample data · All names and reflections are illustrative