Calendar invitations and reminders

Every event produces two calendar invitations, not one.

Copy	To	Organized by
A	The system manager and the contacts	The person who created the event
B	The person who created the event	The system's own mailbox

The subject and body come from the update type's message template — the same template that serves the email and the request. See Update types and templates.

What the invitation carries

Beyond the title and the window, the meeting's location line carries three operational details: the request id, the name of the performer, and who to update at the end and on which phone. That line appears in the calendar of every invitee, including people who do not use the system.

A file attached in the wizard travels with the invitation only. It is not stored in the system, and the screen says so where it is attached.

Editing and cancelling

Editing updates both invitations in place: the same meeting, a newer revision — not a second meeting in the calendar. Changing the window, the contacts, the servers or the notes sends everyone an update.

Cancelling withdraws both copies from the calendars, and cancels the request as well.

Older events created before the two copies were separated keep working with a single invitation — editing and cancelling apply to it as usual.

The sender address

The invitation goes out from the creator's address. Some hosted mail relays accept only the address that authenticated to them and reject any other; in that case sending falls back to the system's configured address, and the creator's address is kept in the reply-to field so a reply still reaches the right person.

This behavior is set in the mail connection settings. In an internal deployment, where the relay accepts submission from the application server itself, none of it comes into play.

SMS reminder to the system manager

One message, to the system manager, a set number of hours before the window starts. The text and the number of hours are set per update type, and an empty text box means no reminder is sent for that type.

• The reminder is off until a message gateway is configured and the feature is enabled.
• The number of attempts is bounded, so a temporary obstacle does not become a stream of messages.
• Moving the event re-arms the reminder against the new time.
• The phone number is reduced to digits before sending, and gateway secrets never enter any log.

Beyond this, the system sends two further emails around an event: the checklist summary once it has been filled in completely (see Checklist forms), and task reminders according to their own configuration (see Tasks and templates).