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Future program meetings follow current membership eligibility. The website adds eligible people and removes program invitees who are no longer eligible. Guest addresses entered when scheduling are exceptions.

Who receives an invitation?

• Selected program: all enabled people in active, unexpired memberships, including company participants. People whose account or access to that program is disabled are excluded.
• Enthusiasts: includes Individual and Team members. All programs: includes Enthusiasts and Trusted Advisors.
• Guest email addresses: invited in addition to members, even if their membership is suspended, expired or disabled.
• None — guests only: invites only the entered guest addresses. Membership changes do not add or remove these guests.

The same email address receives one invitation per date. Eligibility is checked now; a membership expiring before a later meeting does not prevent today's invitation.

What happens when membership changes?

Past meetings and retained invitees' replies are preserved. Other guests added directly in Google Calendar are kept; known members of the selected programs still follow the membership rules.

Example: a Team member expires in June. Sync removes them from July and later meetings, keeps earlier meetings unchanged, and keeps their future invitations if they also have active Individual membership selected for those meetings. If their address was entered as a guest, it remains invited.

When does sync run?

Membership changes queue a check automatically. A background check runs every ten minutes, including when memberships expire without anyone editing them. You do not need to keep this page open. Busy queues or Google errors can delay updates; failed changes retry automatically.

Automatic invitation changes run only while invitations are enabled in this environment. Check each meeting's status and Last checked time. Invitations queued and Meeting update queued mean work is pending; Needs review / retry shows a problem to review. Invitations sent means Google confirmed the event; it does not confirm delivery to every inbox.

What do the buttons do?

• Edit / reschedule: read a confirmed meeting's current details, change its title, agenda, location, time zone or dates, then confirm notifying invitees. This updates the same event and preserves its recipient selections and recorded replies. Google changes appear here once confirmed; queued edits retry automatically.
• Sync invitations / Retry: request a check for that event now. This can add or remove invitees and send Google Calendar updates. Unchanged recipients keep their replies; an unchanged guest list does not resend invitations.
• Refresh: reload the meeting list and its saved status. It does not send invitations or force a calendar sync.
• View responses / Refresh responses: read Google's latest Accepted, Tentative, Declined and No response replies. These buttons do not send invitations. No response is not an email-open receipt.
• Cancel meeting: cancel that date's event, request cancellation notices, and stop further automatic invitations to it.

Google sends the calendar notifications; existing invitees may receive update emails when the guest list changes. Recipient settings may require accepting the invitation by email before it appears in their calendar.

Multiple dates and changes in Google Calendar

Each date creates a separate event with the same title, details, selected programs and guests. Each event has its own replies and cancellation. Sync applies membership changes separately to every future date.

Edit / reschedule changes only the chosen date. You can move a confirmed past meeting into the future. Start/end use the entered time zone; changing the zone keeps the entered clock times. Recurring and all-day events need to be managed in Google Calendar.

If meeting details change in Google while an edit is pending, open the editor or choose Reload from Google to review them before saving again. Discard queued changes removes a proposal before sync starts; it cannot undo an update already sent. Wait for an active sync to finish before replacing or discarding a proposal.

You can also edit details directly in Google Calendar, then use Sync invitations to refresh them here. Sync after moving a past meeting into the future so automatic membership checks can find it again. Keep events as individual dates.

Removing an eligible member or a listed guest in Google Calendar alone is temporary: sync adds them back. Cancelled or deleted events are not recreated.