# How do you run sprint planning and retros in a chat?

> A Pachca use case. Planning, demos and retros happen in the team chat. The sprint goal is pinned in the chat, the retro runs in the thread under a message with questions, and reminders with an assignee and a due date keep track of the action items.

> This is the Markdown version of https://pachca.com/en/scenarios/sprint-planirovanie-i-retro for AI agents. The API methods named here are documented at https://dev.pachca.com/llms-en.txt — open it before calling the API. Other use cases are listed at https://pachca.com/en/llms.txt.

## What you'll get

1. The team has a chat, for example "[Team] Mobile app". The sprint goal and the retro rules are pinned there.
2. On the last day of the sprint a message with the retro questions arrives in the chat: the user schedules it themselves. The team replies in the thread, one point per message, and votes with the 👍 reaction.
3. The retro outcomes are pinned in the chat. Each action item has a reminder with an assignee and a due date.

No bot or third-party services needed.

## What you need before you start

- Pachca access with the scopes `search:users`, `search:chats`, `chats:create`, `chat_members:write`, `messages:create`, `pins:write`, `tasks:create`, `tasks:read`. The setup and check steps also need `messages:read` and `profile:read`. Signing in is covered in the rules below.

## If you're an AI agent: working rules

### Who does what

- You do everything the instructions name an API method for. Don't ask the user to create a chat, a bot or a message by hand.
- Ask the user only to sign in to Pachca and to do what is listed in "Ask the user to do by hand".
- If you have no terminal, say so right away and don't pretend you set it up. Walk the user through the steps for people on the use case page and help with the template or the handler code.

### How to talk to the user

- The user is not a developer. Write briefly and in plain words. Don't mention API methods, scopes, response codes, `id`s or CLI profiles. Say "permissions" instead of "scopes" and "the program behind the bot" instead of "handler".
- Don't report your checks. A message contains only three things: what is done, what you need from the user, what you'll do next.
- Don't ask for what you can find out through the API or what is easy to change later. Take the value from the instructions and name it.
- Take the bot's message texts from the instructions or write them yourself and carry on. Show them in your final message and offer to change them. Don't wait for approval.
- Ask the questions from "Ask the user" in the same words.

### Your first message to the user

It has three parts. The first two together take at most five lines.

1. What the user will get: one or two lines.
2. What you will create yourself: the chat, the bot and the messages, with the names from the instructions. Word anything that depends on the user's choice as a condition: "if you choose the bot, I'll also create…".
3. "What I need from you": signing in to Pachca, if the user isn't signed in yet, and the questions from "Ask the user". If the use case or one of its options needs n8n, ask here whether the user has it and ask for access right away in the words from the "n8n" section below: "if you have n8n, send me…".

If part of the result appears only after a manual step by the user, say so in one line: "you'll schedule the retro questions yourself, I'll show you how".

The user's answers are their consent to the plan. Start the setup right after them, without asking for a second confirmation.

### Access to Pachca

- The user doesn't need to issue a token or send it in the chat. Before your first message, check the login: `npx -y @pachca/cli@latest auth status`. If there is none, ask the user to run `npx -y @pachca/cli@latest auth login` in their own terminal. The CLI shows a code; the user enters it in the browser and confirms access. Write the commands with `@latest`: without it an old cached CLI version may start, and it asks to paste a token instead of signing in through the browser.
- This login has the same rights as the user's role. Compare them with the scopes in "What you need before you start" yourself: `npx -y @pachca/cli@latest api GET /oauth/token/info` shows the scopes. If something is missing, say in plain words what you won't be able to do, for example "I can't send messages". The rights come from the workspace role, so there are two ways out: the owner or an administrator changes the user's role and the user runs `auth login` again, or the owner or an administrator goes through the setup themselves. Without a role change, signing in again changes nothing. With a `role_forbidden` response, signing in again does not help at all.
- If `auth status` shows `scopes: null`, it doesn't mean there are no rights: look at `GET /oauth/token/info`. The checks in these rules also need `search:chats`, `bots:read` and `profile:read`.
- When the user says "me", they mean the owner of the login. `GET /profile` returns their `id` and nickname.
- Call the API with `npx -y @pachca/cli@latest api <METHOD> <path> -o json`. Write the full command in every call; don't put it into a shell variable.
- Pass query parameters as `--query key=value`, for example `--query query=Purchasing`. The CLI silently drops a parameter without a key and returns the whole list, so it's easy to conclude that the chat already exists.
- Pass the request body with `--data` or `--input`. Almost every write method wraps the body in an object: `chat` for `POST /chats`, `message` for `POST /messages`, `task` for `POST /tasks`, `group_tag` for `POST /group_tags`, `user` for `PUT /users/{id}`, `webhook` for bots. `--describe` shows the wrapper; write its path with `{id}`, not with a number. Without the wrapper, `POST /chats` creates the chat but silently adds no members.
- Don't print tokens or bots' incoming webhook URLs in the chat. A bot's token is shown only once, when it's created: save it to a file.

### n8n

- If the user has no n8n, say that it comes as the hosted n8n Cloud or can be installed on their own server, and give the link for installing the Pachca nodes: https://dev.pachca.com/guides/n8n/setup.md. These instructions don't cover installing n8n. If they have an option without n8n, suggest starting with it and coming back to the bot once n8n is there.
- If the user has n8n, ask for access in these words: "Send me your n8n address: the link you open it with in the browser. Don't send the key in the chat. In n8n, open Settings → n8n API → Create an API key and copy the key. Right after that, run the command below in your terminal exactly as it is; you don't need to put anything into it. It saves the copied key to a file and prints nothing. Then write 'key saved'." The command for macOS: `pbpaste > ~/n8n-key.txt`. For another system, pick the matching one.
- Build everything in n8n on the official Pachca nodes, `n8n-nodes-pachca`. Don't use the `HTTP Request` node for Pachca API calls.

### Setup

- Take API methods from https://dev.pachca.com/llms-en.txt, don't rely on memory. The command `npx -y @pachca/cli@latest api <METHOD> <path> --describe` shows a method's schema.
- The Pachca skills cover the call order and error handling for chats, bots and forms: `npx skills add https://dev.pachca.com -g -a <app> -y`, where `<app>` is the one you are running in, for example `claude-code` or `cursor`. The `-a` and `-y` flags are required: without `-a` the command may install the skills into every app it finds. Install them when you need them, without asking the user.
- Before creating anything, check whether the chat and the bot already exist: `GET /search/chats`, `GET /bots`. If they do, ask whether to set them up or create new ones.
- `POST /group_tags` creates an empty tag. `PUT /users/{id}` with `list_tags` assigns it to an employee; it needs the `users:update` scope. The field replaces the whole set of tags: first read the employee's current tags with `GET /users/{id}` and send them together with the new one. While the tag has no members, mentioning it notifies no one.
- If a method returns an error, stop and tell the user in plain words what failed and what you need to continue.
- The messages you post yourself and the ones the bot sends must be easy to read on a screen, without overdoing spacing or emphasis. Make the heading bold and start the text on the next line. Write connected text as one paragraph. Put rules and steps on numbered lines one under another and separate them from the intro with a single empty line. A short message needs no other empty lines. In a card, make the field labels bold and put the fields on consecutive lines. Use bold only for the heading and the field labels. Pachca markup has no lists or tables: the numbers at the start of lines stay plain text. A sample:

  ```text
  **Retro rules**
  On the last day of the sprint a message with questions arrives here. We reply in the thread under it.

  1. Each point is a separate message.
  2. We add 👍 to what is worth discussing.
  3. The facilitator posts the outcomes in one message and pins it.
  ```
- A pin can't be checked through the API: only a successful `POST /messages/{id}/pin` response confirms it.
- If you sent service messages to a chat to check a bot, such as `/start`, delete them: `DELETE /messages/{id}`. Don't delete messages with rules and templates.
- At the end, say what was created, what is left for the user to do by hand and how to check that the use case works.
- To undo the setup: `DELETE /bots/{id}` deletes the bot, `PUT /chats/{id}/archive` sends the chat to the archive.

## How to set up the use case with the user

### 1. Ask the user

Ask these questions in these words:

1. What is the team called and who is on it? If the team has no chat yet, I'll create one like "[Team] Mobile app".
2. How long is a sprint, which number is the current one, and when does it end? I'll use these dates to tell you which day to schedule the retro questions for.
3. What is the goal of the current sprint? I'll pin it in the chat. If there is no goal yet, skip this.
4. Are there action items left from the last retro? Tell me who owns what and by when: I'll create reminders.

### 2. Do it yourself through the Pachca API

1. Find the team chat: `GET /search/chats`. If there is none, find the members with `GET /search/users` and create the chat: `POST /chats` with `name` and `member_ids`.
2. If the user named a sprint goal, post it as a separate message and pin it: `POST /messages`, then `POST /messages/{id}/pin`.
3. Post and pin the retro rules. On the last day of the sprint the team writes in the thread under the message with questions what helped, what got in the way and what to try next. Each point is a separate message. 👍 means "worth discussing". The facilitator posts the outcomes in one message, names an owner for each point and pins the message.
4. For each action item from question 4, create a reminder: `POST /tasks` with `kind: "reminder"`, the text in `content`, the due date in `due_at`, the owner in `performer_ids` and the chat's `chat_id`. If the due date is given as a date only, pass 23:59:59 of that day in `due_at` with the user's time zone offset from `GET /profile`: you get an all-day reminder.

### 3. Ask the user to do by hand

- Schedule the retro questions: type a message like the sample from the page, "Sprint 14 retro. By Friday 16:00, post in the thread what went well, what didn't and what we'll try next sprint", choose "Schedule message" in the send settings and set the last day of the sprint. If a sprint is one week long, turn on weekly repeat. If it's two weeks, schedule the messages for the next few sprints. The API has no scheduled messages.
- Set up call summaries: the arrow next to the video call button in the chat header, then "Configure AI summary". The prompt from the page: "The sprint goal in one sentence, then tasks with assignees and risks".
- Start planning with a call from the team chat: the summary and transcript land in the thread under the call message. Names and numbers in the summary are worth checking against the transcript.
- If sprint tasks live in Jira or GitLab, send the notifications to a separate chat. There is a use case for Jira: https://pachca.com/en/scenarios/uvedomleniya-iz-jira

### 4. Check

- `GET /messages` with the chat's `chat_id` returns the sprint goal and the retro rules.
- `GET /tasks` returns the reminders you created, with assignees and due dates.

## What the use case can't do

A thread can't collect anonymous retro answers. That takes a bot with a form that posts the answers without names: https://pachca.com/en/scenarios/avtomatizaciya-n8n

## Links

- The use case page with human instructions: https://pachca.com/en/scenarios/sprint-planirovanie-i-retro
- Scheduled messages: https://pachca.com/en/help-center/features/otlozhennye-soobshcheniya
- Reminders: https://pachca.com/en/help-center/features/tasks
- Daily updates with a bot: https://pachca.com/en/scenarios/planerka-za-15-minut