--- id: CAP-CMT-MTG-006 title: 'Maintain meeting notices, calendar feeds and video access' feature: FEAT-CMT-MTG-01 product_area: committees module: meetings revision: 1 status: draft product_intent: proposed implementation_evidence: inconsistent supersedes: - 'react-console acceptance inventory CAP-CMT-MTG-011, 012, 013, 014' - 'react-console acceptance journeys CMT-ACC-0213, 0215, 0234, 0236, 0244 to 0246' source_sha: services-committees: 36129c24daeaadcdb339218c38cdeaff9861359d react-console: baf6dae382d6f41dce976c7f848667ccc37e076f intent_sources: - 'services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#D1' - 'services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#D9' purpose: >- Participants can follow meeting arrangements through notices and calendar subscriptions, with video-room work processed after the meeting change commits. outcomes: - Notification submissions are deduplicated by their occasion - 'Calendar clients receive identified, versioned events' - Room requests run through committed queued work concepts: - CON-CMT-MTG-001 actors: - ACT-CMT-002 - ACT-CMT-005 - ACT-CMT-011 surfaces: - api - portal - job preconditions: [] postconditions: [] permissions: - key: committees.meetings.read where_checked: api scope: tenant - key: committees.portal.calendar where_checked: api scope: tenant rules: - id: BR-CAP-CMT-MTG-006-01 proved_by: [ATS-CMT-MTG-006-01, ATS-CMT-MTG-006-16, TST-CMT-MTG-123, TST-CMT-MTG-125, TST-CMT-MTG-211, TST-CMT-MTG-215] statement: >- Calling or moving a scheduled meeting, publishing its agenda or packet, and entering the 48-hour or two-hour reminder window requests notices for participants who have not declined, while cancellation and minutes circulation include every participant. kind: policy enforced_at: - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meeting-notifications.ts:notifyParticipants; services-committees:modules/meetings/services/notifications/reminders.ts:sendDueReminders origin: none - id: BR-CAP-CMT-MTG-006-02 proved_by: [ATS-CMT-MTG-005-10, ATS-CMT-MTG-006-02, ATS-CMT-MTG-006-14, TST-CMT-MTG-215] statement: >- Successful notification submissions reserve a unique purpose, meeting, contact and occasion key, so repeating that occasion does not submit another request. kind: invariant enforced_at: - service - database must_prove: true provenance: test source: >- services-committees:modules/meetings/tests/integration/services/meetings.integration.spec.ts#makes every idempotency key once origin: none - id: BR-CAP-CMT-MTG-006-03 proved_by: [ATS-CMT-MTG-006-03, TST-CMT-MTG-215, TST-CMT-MTG-217] statement: >- Notifications select the lowest-position non-blank CRM e-mail address and log a skipped result when no address is available. kind: policy enforced_at: - service must_prove: true provenance: test source: >- services-committees:modules/meetings/tests/unit/ports/contact-addresses.spec.ts#is the primary address of a contact with one origin: none - id: BR-CAP-CMT-MTG-006-04 proved_by: [ATS-CMT-MTG-006-04, TST-CMT-MTG-215, TST-CMT-MTG-218] statement: >- An unavailable communications service leaves the meeting write successful and releases the notification key for explicit retry, without guaranteeing automatic replay of every notice. kind: policy enforced_at: - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meeting-notifications.ts:notifyParticipants origin: none - id: BR-CAP-CMT-MTG-006-05 proved_by: [ATS-CMT-MTG-006-05] statement: >- The product should suppress meeting e-mail until the portal or notifications service arrives and let staff download meeting papers and calendar files in the interim. kind: policy enforced_at: [] must_prove: true provenance: documented source: 'services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions' origin: >- CMTE-M3 D1 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) - id: BR-CAP-CMT-MTG-006-06 proved_by: [ATS-CMT-MTG-001-17, ATS-CMT-MTG-006-06, ATS-CMT-MTG-006-13, TST-CMT-MTG-115, TST-CMT-MTG-221] statement: >- A meeting calendar file uses the meeting identity and saved version and changes from an invitation to a cancellation when the meeting is cancelled. kind: calculation enforced_at: - service must_prove: true provenance: test source: >- services-committees:modules/meetings/tests/unit/services/ics-calendar.spec.ts#renders an invitation as the golden file origin: none - id: BR-CAP-CMT-MTG-006-07 proved_by: [ATS-CMT-MTG-006-07, TST-CMT-MTG-215] statement: >- Issuing a calendar token returns its secret once, stores only its fingerprint and revokes the contact’s earlier live token. kind: invariant enforced_at: - service - database must_prove: true provenance: test source: >- services-committees:modules/meetings/tests/integration/services/meetings.integration.spec.ts#stores only the tokens’ hashes, the first revoked by the rotation origin: none - id: BR-CAP-CMT-MTG-006-08 proved_by: [ATS-CMT-MTG-006-08, ATS-CMT-MTG-006-15, ATS-CMT-MTG-020-14, TST-CMT-MTG-211] statement: >- A personal feed accepts a live token without a login, rejects unknown tokens, and includes non-draft meetings linked through current committee participation or a meeting participant row within the feed window. kind: permission enforced_at: - api - service must_prove: true provenance: observed source: 'services-committees:modules/meetings/services/persistence/calendar-feeds.ts:personalFeed' origin: none - id: BR-CAP-CMT-MTG-006-09 proved_by: [ATS-CMT-MTG-006-09, TST-CMT-MTG-215] statement: >- Requested video-room work runs after commit under a stable idempotency key, records successful room details, retries failed or unknown outcomes after its claim expires, and settles provider-unavailable outcomes without retry. kind: lifecycle enforced_at: - service must_prove: true provenance: observed source: >- services-committees:modules/meetings/services/persistence/meeting-room-requests.ts:drainRoomRequests origin: none - id: BR-CAP-CMT-MTG-006-10 proved_by: [] statement: >- The product should support pasted meeting or series video links and hide automatic room creation until that facility is delivered. kind: policy enforced_at: [] must_prove: false provenance: documented source: 'services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions' origin: >- CMTE-M3 D9 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) - id: BR-CAP-CMT-MTG-006-11 proved_by: [ATS-CMT-MTG-006-10] statement: >- The product should preserve unchanged video details when staff update another part of the video information. kind: policy enforced_at: [] must_prove: true provenance: documented source: >- services-committees:docs/milestones/plans/CMTE-M3-plan.md#D12. Smaller rules to approve as a group origin: >- CMTE-M3 D12 item 10 (Andrew 2026-10-21, services-committees:docs/milestones/CMTE-M3-meetings-and-minutes.md#Decisions) - id: BR-CAP-CMT-MTG-006-12 proved_by: [ATS-CMT-MTG-006-11] statement: >- Meeting calendar descriptions currently include staff notes, both in downloaded files and personal feeds. kind: policy enforced_at: - service must_prove: true provenance: observed source: 'services-committees:modules/meetings/services/persistence/calendar-feeds.ts:icsMeetingOf' origin: none - id: BR-CAP-CMT-MTG-006-13 proved_by: [] statement: >- Daily and hourly meeting processes run reminder and room work for active workspaces sequentially, with workspace failures reported and the remaining workspaces attempted. kind: lifecycle enforced_at: - service must_prove: false provenance: observed source: 'services-committees:modules/meetings/services/jobs/meetings-jobs.ts' origin: none scenarios: - id: SC-CAP-CMT-MTG-006-01 given: A scheduled meeting has already been called for its original start time when: Staff change the start and later restore the original start then: >- Each distinct start time has its own call-notice occasion; restoring an already submitted occasion does not submit it again provenance: observed source: >- services-committees:modules/meetings/services/persistence/meeting-notifications.ts:notifyParticipants edge_cases: [] constraints: [] depends_on: - CAP-CMT-MTG-001 related: - CAP-CMT-MTG-020 journeys: - JNY-CMT-MTG-001 open_questions: - OQ-CMT-MTG-007 - OQ-CMT-MTG-008 evidence: - >- services-committees at 36129c24: Notification claims and retries, calendar token rotation, calendar disclosure and room request settlement. - >- react-console at baf6dae3: the meeting acceptance specifications cited by this capability and its acceptance set. controls: - TC-IAM-001 - TC-IAM-002 - TC-IAM-004 - TC-IAM-005 - TC-IAM-006 - TC-AZ-001 - TC-AZ-002 - TC-AZ-003 - TC-AZ-004 - TC-AZ-006 - TC-TEN-001 - TC-TEN-002 - TC-TEN-003 - TC-SEC-001 - TC-SEC-002 - TC-SEC-003 - TC-SEC-004 - TC-CRY-001 - TC-CRY-002 - TC-CRY-003 - TC-CRY-004 - TC-DAT-001 - TC-DAT-002 - TC-DAT-003 - TC-LOG-002 - TC-LOG-003 - TC-LOG-004 - TC-LOG-005 - TC-AVL-004 - TC-AVL-005 - TC-MON-001 - TC-MON-002 - TC-PI-001 - TC-PI-002 - TC-PI-003 - TC-PI-004 - TC-PI-005 - TC-VEN-001 - TC-VEN-002 - TC-VEN-003 - TC-PRV-001 - TC-PRV-002 exercised_by: [FAS-CMT-MTG-01-01, FAS-CMT-MTG-01-05] suites: [TST-CMT-MTG-115, TST-CMT-MTG-123, TST-CMT-MTG-125, TST-CMT-MTG-211, TST-CMT-MTG-215, TST-CMT-MTG-217, TST-CMT-MTG-218, TST-CMT-MTG-221] --- # Maintain meeting notices, calendar feeds and video access ## Purpose Meeting arrangements need to stay understandable when dates or supporting papers change. Notices, calendar subscriptions and video details provide several ways for participants to follow those arrangements. ## How It Works The current service submits notices at meeting and publication checkpoints. It chooses addresses from CRM and records successful submissions in a ledger. A recorded submission does not establish that a person received the message. Skipped requests release their keys, but automatic reminder processing does not replay every skipped notice. Staff can download a calendar event, while signed-in members can obtain a secret subscription link. Rotating that link invalidates the earlier token. Calendar descriptions currently include staff notes, leaving a disclosure decision for Product. Video work uses queued requests rather than holding a database transaction open during provider calls. Successful results update the meeting, failed or uncertain results remain eligible for retry, and unavailable-provider results are settled. The approved direction to suppress meeting e-mail and defer automatic video controls still differs from the available backend behaviour. ## Relationships Scheduling and publication provide the notice occasions. Member participation supplies calendar-token access; shared communications and video services fulfil the external requests.