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.