**As** a user of meetings
**I want to** understand when meeting module sends out emails
**so that** I can control them, or possibly suppress them

Begin of the insertion**Context: CurrentEnd of the insertion Begin of the deletion **CurrentEnd of the deletion implementation**

Emails are currently Begin of the insertionsentEnd of the insertion Begin of the deletion sendEnd of the deletion out in these cases:

* **One-time invitations**: Inviting a new user to a one-time meeting sends out an email to that user only

* **Completing a series template:** After setting up a meeting series and clicking Begin of the insertion'Complete template',End of the insertion Begin of the deletion "Complete template",End of the deletion meeting invitation is sent to every invitee in the template

* **Changing date or time**: If there are changes to the meeting start time or hour, in a one-time or recurring meeting, or when the entire series is moved, an email is sent out to all invitees

* **Meeting Cancellations**: When a meeting is canceled (deleted), an email notification is sent to inform all invitees that the meeting will no longer take place.


**Acceptance criteria**

* Have an admin-level setting that sets the default, with two Begin of the insertionradioEnd of the insertion options:

* Begin of the insertionOption 1: **Always sendEnd of the insertion Begin of the deletion SendEnd of the deletion email Begin of the insertioninvitesEnd of the insertion Begin of the deletion notificationsEnd of the deletion for Begin of the insertionchanges**

End of the insertion Begin of the deletion changes to meeting details

End of the deletion * Begin of the insertionCaption: "AutomaticallyEnd of the insertion Begin of the deletion NeverEnd of the deletion send Begin of the insertionanEnd of the insertion email Begin of the insertionwith an updated calendar invite (.ics)End of the insertion Begin of the deletion notificationsEnd of the deletion for changes to Begin of the insertiondate, time, location and participants. This setting can be overridden per meeting."

End of the insertion Begin of the deletion meeting details

End of the deletion * Begin of the insertionOption 2: **Never send email invites for changes**

* Caption: "Never send an email update, regardless of changes. Select this if you manage calendar invites separately outside of OpenProject. This setting can be overridden per meeting."

* End of the insertion Allow changing this setting at the level of individual meetings Begin of the insertionwith a settingEnd of the insertion

* Begin of the insertionWith checkbox:

* Label: "**Send email updates to all participants**"

* Caption: "Automatically send an email with an updated calendar invite (.ics) for changes to date, time, location and participants."

* When enabled, show an info banner below the option:

* Text: "All participants will receive an updated .isc inviteEnd of the insertion Begin of the deletion UsefulEnd of the deletion when Begin of the insertionyou make changes to this meeting."

* When disabled, showEnd of the insertion a Begin of the insertionwarning banner below the option:

End of the insertion Begin of the deletion meeting is created outside of OpenProject

End of the deletion * Begin of the insertionText: "You have chosen to mute email updates. Participants will not receive an .isc invite when you make changes."

* End of the insertion Clearly identify Begin of the insertionon the meeting side barEnd of the insertion when a meeting is muted, and what this means


**Technical notes**

* Begin of the insertion\[open\]End of the insertion When the setting is disabled when editing a single meeting, is a notification then sent on submit? Might want a confirmation dialog here. Begin of the insertion

* Maybe not important if we have a warning/info banner?


End of the insertion Begin of the deletion


End of the deletion **Permissions and visibility considerations**

* <br>


**Out of scope**

* <br>