Fix Summary — User guide — organiser workflow phases

# Changes made

# MISMATCH fixes

• M1 (EVENT_COMPLETED trigger): Replaced the “hourly cron checks event end time” claim in README.md (Automatic State Transitions table) and phase-e-publishing.md with the correct Watch-mode mechanism: the organiser calls endSession() for every completeable session (keynote/presentation/workshop/panel_discussion), which triggers the transition. Added a new “Live Event Management (Watch Mode)” section to phase-e-publishing.md (N1/N2 content included here). The AGENDA_FINALIZED → EVENT_LIVE hourly cron remains documented as-is.

• M2 (Topic selection state transition CREATED → SPEAKER_IDENTIFICATION): Updated phase-a-setup.md Step 5 “Confirm Selection” from CREATED → TOPIC_SELECTION to CREATED → SPEAKER_IDENTIFICATION, with an explanatory note that TOPIC_SELECTION is not a mandatory intermediate stop. Updated README.md state diagram note and CREATED row exit condition to show both paths (→ TOPIC_SELECTION or → SPEAKER_IDENTIFICATION directly).

• M3 (Auto-publish speakers: required event state): Changed the “Required Event State” column in README.md auto-publishing table (renamed column to “Gate Condition”) and the speaker-publish section in phase-e-publishing.md to correctly state the gate is currentPublishedPhase not yet “speakers”, regardless of workflow state.

• M4 (Auto-publish agenda: required event state): Updated phase-e-publishing.md agenda auto-publish section to say the gate is currentPublishedPhase = "speakers" and all sessions have timing (removing the AGENDA_FINALIZED requirement). Added that auto-publish transitions the event to AGENDA_PUBLISHED. Updated README.md table accordingly.

• M5 (Non-existent state OUTREACH_INITIATED): Removed OUTREACH_INITIATED from phase-b-outreach.md Step 8. Replaced with “Event state remains: SPEAKER_IDENTIFICATION”.

• M6 (Speaker INVITED and SLOT_ASSIGNED states undocumented): Added both states to the speaker state reference table in phase-b-outreach.md and the “Complete Speaker State List” in README.md. Documented INVITED as the state after invitation email dispatch (contacted → invited → ready) and SLOT_ASSIGNED as a system-set state that cannot be manually assigned.

• M7 (Task lifecycle: pre-creation vs. on-transition creation): Updated README.md “Task Auto-Creation” section and phase-f-communication.md “Task Lifecycle” section to describe the two-phase model: (1) tasks pre-created as pending at event creation; (2) activated to todo when the event reaches the trigger state.

• M8 (README task states list incomplete): Updated README.md Task Dashboard from “three statuses” to four user-visible statuses (TODO, IN_PROGRESS, COMPLETED, CANCELLED) plus a note about the internal PENDING status. Added the critical-task threshold note (tasks due within 3 days appear highlighted as critical).

# UNDOCUMENTED additions

• N1 (WatchSessionService: organizer-driven EVENT_COMPLETED): Added “Live Event Management (Watch Mode)” section to phase-e-publishing.md describing the Watch-mode trigger for EVENT_COMPLETED.

• N2 (Break/lunch/networking excluded from completion check): Documented which session types count toward the “all sessions complete” trigger inside the new Watch Mode section in phase-e-publishing.md.

• N3 (CONFIRMED can still transition to DECLINED): Added a “Late Withdrawals by Confirmed Speakers” note to phase-d-assignment.md Phase D Completion section.

• N4 (Tasks have a pending pre-activation state): Documented PENDING as an internal pre-activation status in phase-f-communication.md Task Lifecycle section and in README.md Task Dashboard section.

• N5 (INVITED speaker workflow state): Added INVITED to the speaker state flow diagram and Status Definitions table in phase-b-outreach.md; documented the contacted → invited → ready lifecycle. Added to README.md Complete Speaker State List.

• N6 (SLOT_ASSIGNED speaker workflow state — system-set): Added SLOT_ASSIGNED to phase-d-assignment.md Step 4 (slot assignment step), noting it is system-managed and cannot be set manually. Added to README.md Complete Speaker State List and phase-b-outreach.md Status Definitions table.

• N7 (CREATED → SPEAKER_IDENTIFICATION valid direct transition): Documented in README.md as a note after the state progression diagram and in the CREATED row exit condition (covered alongside M2).

• N8 (“Critical task” threshold: due ≤ 3 days): Added to README.md Task Dashboard statuses and phase-f-communication.md Task States section.

• N9 (Idempotent speaker workflow transitions): Added idempotent-transition note to phase-b-outreach.md Status Management Tips and phase-c-quality.md Review Best Practices.

• N10 (Rejection feedback stored in ContentSubmission record): Updated phase-c-quality.md “Request Revision / Reject” to note that feedback is versioned per ContentSubmission (reviewerFeedback, reviewedBy, reviewedAt) in addition to appearing in speaker contact history.

# Skipped — needs manual decision

• U1: “Title: 100 characters max; Abstract: 1000 characters max; Learning Objectives: 3–5 items required” (phase-b-outreach.md) — no test directly validates max-length enforcement on these fields among the searched files. ContentSubmissionSchemaValidationTest may cover this but was not examined. Recommend: confirm test coverage before accepting doc claims as validated.

• U2: “Magic link to speaker portal (30-day validity)” (phase-c-quality.md) — MagicLinkServiceTest exists but was not examined. Recommend: verify the 30-day expiry is explicitly asserted in that test.

• U3: “Auto-creates ‘Newsletter: Speakers’ task (if not exists)” during speaker auto-publish (phase-e-publishing.md) — PublishingScheduledServiceIntegrationTest does not assert task creation side-effects. Doc claim retained; no test to validate or contradict it.

• U4: “Auto-creates ‘Newsletter: Final’ task (if not exists)” during agenda auto-publish (phase-e-publishing.md) — same gap as U3.

• U5: “Cron job runs hourly. Checks all events in AGENDA_FINALIZED state. Transitions to EVENT_LIVE.” (README.md, phase-e-publishing.md) — no scheduled-service test was found for this AGENDA_FINALIZED → EVENT_LIVE transition. Doc claim retained as-is. Recommend: add an integration test for this cron or confirm it exists in production.