---
id: ADR-CMT-MTG-007
title: Refresh Participants Until the Gathering Starts
product_area: committees
module: meetings
revision: 1
status: proposed
design_intent: confirmed
source_sha:
  services-committees: 36129c24daeaadcdb339218c38cdeaff9861359d
decision: >-
  The chosen participant policy follows the committee roster until the meeting
  begins or closes, preserves manual additions and corrections, and then keeps
  the attendance record fixed.
constrains:
  - DOM-CMT-MTG-001
  - WF-CMT-MTG-001
  - SVC-CMT-MTG-meetings
origin: >-
  CMTE-M3 D4 (Andrew 2026-10-21 09:37 ET),
  services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions
alternatives:
  - option: Freeze roster-derived participants when the meeting is called.
    why_not: >-
      That would be less stale with near-date calls, but it is not the policy
      Product selected.
  - option: Keep the original copy and offer manual refresh.
    why_not: Correctness would depend on staff remembering to refresh distant plans.
consequences:
  - >-
    The meetings boundary needs to refresh its roster-derived participants
    without coupling every appointment write to meeting updates.
  - >-
    The start or close is the boundary after which participant corrections need
    the explicit reopening policy.
supersedes: []
evidence:
  - >-
    services-committees at 36129c24:
    modules/meetings/services/participants/snapshot-rule.ts;
    services/persistence/meetings.ts:snapshotRoster
---
# Refresh Participants Until the Gathering Starts

## Context

Creation currently copies one roster snapshot. A future appointment change does not update that list, which differs from the recorded choice to keep it current until the freeze point.

## Decision

The chosen participant policy follows the committee roster until the meeting begins or closes, preserves manual additions and corrections, and then keeps the attendance record fixed.

## Alternatives Considered

Freeze roster-derived participants when the meeting is called. That would be less stale with near-date calls, but it is not the policy Product selected.

Keep the original copy and offer manual refresh. Correctness would depend on staff remembering to refresh distant plans.

## Consequences

The meetings boundary needs to refresh its roster-derived participants without coupling every appointment write to meeting updates. The start or close is the boundary after which participant corrections need the explicit reopening policy.