Metta Circles — Workflow Map

Subject: 🌿 Your Metta Circle is ready
Contains: Circle theme, member bios, 3-call arc overview, gentle norms, what happens next.
Trigger: Admin sends welcome emails from dashboard.

Subject: 🌿 Can You Hold Space?
Contains: What anchoring involves, circle members, link to space-holding guide, "I'm In" / "Not Now" buttons.
Sets expectations: "As people vote, you'll get notified with the running results. Once enough members align on a time, you'll review the results and close the poll."
If they decline: Admin gets "Anchor Declined" notification (see below).

Subject: Stewarding AI with Heart — Your Circle Begins
Contains: Circle theme, proposed times, "Choose My Times" button to scheduling poll.
Trigger: Anchor clicks "I'm In."

Subject: Poll Update: [Name] responded to "[Theme]" (3/7)
Contains: Who just voted, running tally (responded/total), link to view full results.
Keeps the anchor in the loop as votes arrive — no need to check the poll page.

Subject: 📊 3 of 5 have responded
Contains: Social proof (X of Y responded), poll link.

Subject: ⏰ Last call — your circle is almost scheduled
Contains: Urgency framing, poll link.

Subject: A time is forming!
Contains: Winning time slot, vote counts, link to review & confirm.
Anchor action: Clicks to close poll → triggers Time Confirmed email.
Language: "You can close the poll now, or wait a bit more if you'd like to hear from a few more folks."

Subject: 🌿 Quick reminder to close the poll
Contains: Same time slot and vote tally, link to close. Gentle tone — "a time has formed… ready for you to confirm, or wait if you're expecting someone."

Subject: ⏰ Your circle is waiting
Contains: Same info, warmer tone — "your circle is waiting… the sooner you close it, the sooner people can put it on their calendars."

Subject: ✅ Saturday March 7, 9 AM PT
Contains: Date/time, RSVP button, call number.
Call 1: Sent to all members (including anchor) when the poll closes.
Calls 2/3: Replaced by the Combined RSVP + Feedback Invite (step 11) — sent automatically when the anchor proposes a date and the event is auto-created. Links to the postcall dashboard page instead of a standalone RSVP page.

Subject: 🎉 You're confirmed
Contains: Zoom link, Meeting ID, calendar invite attachment.

Subject (24h): 🌿 RSVP reminder
Subject (48h): ⏰ Your circle meets soon
Contains: RSVP count (social proof), date/time, link to postcall dashboard page.
Calls 2/3: If member hasn't submitted feedback for the previous call, adds a nudge line: "You can also share your reflection."
Skips: Deactivated members, anchor (auto-RSVP'd), anyone who already RSVP'd.

Subject: Tomorrow's circle: [event name]
Full briefing — no host link. Opening question, RSVP list (names), call-specific flow guide (varies for Call 1/2/3), gentle space-holding reminders.
"You are the host" callout tells anchor the Start Meeting link will arrive in a separate email ~2h before the call. Links to host dashboard (/metta/?op=zoom-help) for early access or testing.
Call 2: "Re-arrive", "What's been alive since last time?"
Call 3: "Gratitude round", "What will you carry forward?"
Why no host link: Zoom start_url tokens expire — sending at 24h creates stale links that confuse anchors searching Gmail later.

Subject: Your host link — circle starts in 2 hours
THE host link email. Fresh start_url is regenerated from Zoom API (getMeeting()) right before sending — not a stored token from days ago.
Contains: "Your host link is ready" with Start Meeting button, updated RSVP list, opening question.
Fallbacks: Backup participant link ("join without host controls"), and "Link not working?" → host dashboard page (/metta/?op=zoom-help&eid=XX) where anchor can generate a fresh link on-demand, join as participant, or contact us.
1h window: Only fires if cron missed the 2h window — same content, same refresh.

Subject: ⏰ Starting in 2 hours
Contains: Zoom link, brief reminder. Sent by the standard event reminder system to RSVP'd attendees only.

Subject: 🌿 How was your call?
Two CTAs:
• "Propose a Date" — urgent, within 30 min if possible. Links to postcall dashboard with date picker.
• "Share My Reflection" — no rush, 1–2 days. Same page, scrolls to feedback form.
Members get nothing yet — they wait for the combined invite after the anchor proposes a date.
If call 3 (last call): Only the reflection CTA shows (no next date to propose).

Not an email — a single adaptive page. All post-call emails link here.
Shows based on state:
• RSVP section (if next event exists): Yes / Maybe / Can't make it
• Feedback form (if not yet submitted): reflection, rating, private note
• Feed link (if feedback done): link to circle's Pod group feed
• Confirmation badge + thanks link (if RSVP'd): Zoom link, calendar
Anchor-only: Date picker appears when no next event exists yet.
Auth: Session-based login (backdoor links in emails).

Fires inside saveFeedback() when the anchor submits a proposed date.
Creates: Event, Zoom link, RSVPs anchor, sets custom_options for reminders.
Admin gets: "[Auto-Created]" FYI email (not a manual action). If auto-create fails, falls back to "[Tech Action]" manual email with CLI command.
Replaces: The old manual admin step of running create-next-call.php from CLI.

Contains: All reflections so far, ratings, private notes, who's still pending.
If anchor proposed a date: Shows "[Auto-Created]" confirmation with event ID and admin link. No CLI action needed.

Not an email — posted to the circle's Pod feed group.
Two parts: (1) Public circle reflection (posted to pod), (2) Private anchor mirror (admin only).
Source: Zoom cloud recording VTT transcript → Claude Opus analysis.

Subject: 🌿 Going Deeper — "[Theme]" on Apr 5
Contains: Date/time of next call, single CTA: "RSVP & Share Your Reflection →"
Links to: Postcall dashboard page (/metta/?op=postcall&gid=XX).
Key change: Replaces the old separate RSVP email + separate feedback email. One email thread, one landing page for both actions.
Anchor is auto-RSVP'd when the event is created; gets a separate "Invites Sent" confirmation.

Subject: 🌿 Your circle's next call is set
Contains: Date/time, who was invited, confirmation that anchor is already RSVP'd, link to the event page.
Purpose: Closes the anchor's feedback loop — "I proposed a date, the system set it up, and invites have gone out."

Subject (24h): 🌿 RSVP reminder
Subject (48h): ⏰ Your circle meets soon
Links to: Postcall dashboard page (with backdoor login link).
Feedback piggybacking: If the member hasn't submitted feedback for the previous call, the nudge email adds a line: "You can also share your reflection from the last call."
Key insight: By linking both actions to the same page, the RSVP reminder infrastructure carries the feedback ask along with it.

Subject: 📅 Your circle meets in 2 days
Final safety net. Sent to anyone who still hasn't RSVP'd.
Links to: Postcall dashboard page — not directly to the Zoom link. Members must RSVP to get their Zoom link.
Page adapts: If member already submitted feedback, only RSVP section shows. If neither done, both show.

Subject: 🌿 Your circle is complete — "[Theme]"
Also: Same content posted to the circle's Pod group feed (as anchor).
Contains:
• As a group: Circle feed (backdoor link), Group chat (backdoor link)
• One-on-one: Circle members page with "open to contact" toggle (backdoor link)
• Pay it forward: Volunteer to anchor, StoryBooth, volunteer profile
Idempotency: metta_group.completion_sent_at prevents double-sends.
Template: metta/tpl/email_circle_complete.tpl
Manual trigger: manualSendCircleCompletion($groupId) via php hourly.php test

Sent from: Admin circle detail page or anchor SSO page at /metta/?op=note.
Contains: Freeform message from admin or anchor to all circle members.

Trigger: Admin clicks "Cancel Poll & Re-poll" on circle detail page.
Contains: Scheduling notes from previous poll, link to propose new times.

Contains: Member name, reason (leaving, pausing, will miss next call), context message.

Contains: Circle name, all member names/emails for reassignment.

Contains: Vote breakdown per slot, suggestion to re-poll or manually confirm.