Managing Calendar Events During Board Member Term Change

Overview

Many organizations schedule meetings for the upcoming fiscal or board year before the current board members' terms have ended. This allows members to reserve meeting dates on their calendars well in advance.

However, if calendar events are created before the board transition occurs:

• Current board members may receive calendar invitations for meetings they will no longer attend after their terms expire.
• Incoming board members will not receive calendar invitations until they have been added to the appropriate meeting invitees.

If your organization uses Groups to manage meeting access, the process below helps ensure future calendar invitations reflect the correct board membership and that members receive the appropriate calendar updates after the board transition is complete.

Recommended Process

1. Update Group Membership

After the board member transition is complete:

• Remove members whose terms have ended from the appropriate Groups.
• Add incoming board members to the appropriate Groups.

Because meeting invitees are managed through Groups, updating the Groups will automatically update the meeting invitees.

Tip: Verify that the meeting invitees have updated as expected.

2. Recreate the Calendar Event

For each upcoming meeting that already has a calendar event:

1. Open the meeting.
2. Delete the existing calendar event.
3. Create a new calendar event.

What Happens When the Calendar Event Is Recreated?

Recreating the calendar event helps ensure calendar invitations are sent to the appropriate recipients.

• Members whose board terms have ended receive a calendar cancellation.
• Incoming board members receive a new calendar invitation.
• Members who remain on the board receive both a calendar cancellation for the original event and a new calendar invitation for the recreated event. As a result, they receive two calendar notifications, and their calendars are updated with the recreated event..

Note: If you have multiple upcoming meetings with existing calendar events, repeat this process for each meeting. Returning board members may receive multiple calendar cancellations and new calendar invitations. We recommend notifying your board members in advance so they know to expect these calendar notifications as part of the board member transition.

Additional Information

For more information about creating and managing calendar events, see:

Calendar Integration: Managing and Sending Calendar Events