**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

**Context: Current implementation**

Emails are currently sent 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 'Complete template', 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 Begin of the insertiona per meetingEnd of the insertion Begin of the deletion an admin-levelEnd of the deletion setting Begin of the deletion that sets the default, with two radio options:

* Option 1: **Always send email invites for changes**

* Caption: "Automatically send an email with an updated calendar invite (.ics) for changesEnd of the deletion to Begin of the insertiontoggle sendingEnd of the insertion Begin of the deletion date, time, location and participants. This setting can be overridden per meeting."

* Option 2: **Never sendEnd of the deletion email Begin of the insertionnotificationsEnd of the insertion Begin of the deletion 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."

* Allow changing this setting at the level of individual meetings with a settingEnd of the deletion

* Begin of the insertionControlled via a checkbox (in the creation and copy forms only - edit forms will not have this checkbox)End of the insertion Begin of the deletion With checkbox:End of the deletion

* Label: "**Send email Begin of the insertioncalendar updates**"End of the insertion Begin of the deletion updates to all participants**"End of the deletion

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

* This defaults to checked (sending enabled)End of the insertion

* When Begin of the insertionchecked,End of the insertion Begin of the deletion enabled,End of the deletion show an info banner below the option:

* Text: Begin of the insertion"Email calendar updates are enabled. AllEnd of the insertion Begin of the deletion "AllEnd of the deletion participants will receive Begin of the deletion anEnd of the deletion updated Begin of the insertioninvites via emailEnd of the insertion Begin of the deletion .isc inviteEnd of the deletion when you make Begin of the insertionchanges."End of the insertion Begin of the deletion changes to this meeting."End of the deletion

* When Begin of the insertionunchecked,End of the insertion Begin of the deletion disabled,End of the deletion show a warning banner below the option:

* Text: Begin of the insertion"Email calendar updates are muted.End of the insertion Begin of the deletion "You have chosen to mute email updates.End of the deletion Participants will not receive Begin of the insertionupdated invites via emailEnd of the insertion Begin of the deletion an .isc inviteEnd of the deletion when you make changes."

* Clearly identify on the meeting side bar when a meeting is muted, Begin of the insertionadding a line to the meeting details section with text "Email calendar updates", showing the current status

End of the insertion Begin of the deletion and what this means


**Technical notes**

End of the deletion * Begin of the insertionAdd a new section inEnd of the insertion Begin of the deletion \[open\] WhenEnd of the deletion the Begin of the insertionmeeting side bar, below meeting details, havingEnd of the insertion Begin of the deletion setting is disabled when editingEnd of the deletion a Begin of the insertiontoggle component with the same label as the checkbox described above

End of the insertion Begin of the deletion single meeting, is a notification then sent on submit? Might want a confirmation dialog here.

End of the deletion * Begin of the deletion Maybe not important if we have a warning/info banner?

* End of the deletion Add Begin of the insertionan info/warning banner toEnd of the insertion Begin of the deletion a global setting forEnd of the deletion the Begin of the insertiontop of the participants dialog, with the same captions as described aboveEnd of the insertion Begin of the deletion global muting caseEnd of the deletion

Begin of the insertion* Toggling between states always results in a confirmation dialog being shown


**Technical notes**

End of the insertion * Add a meetings column "muted:boolean" that is checked for one-time and templates (in case of series)

* Respect this flag when sending out any notification

* For a series, the mute flag on the template controls notifications for all occurrences of the series


**Permissions and visibility considerations**

* <br>


**Out of scope**

* <br>