[GH Request] Review Google Calendar Meet Link Visibility and Add New Invitees

[SantiagoSuHe]

Firm Name

Schema Education

Urgency

Low (2 weeks)

Problem/Request

Some members of the Working Group have reported that they cannot see the Google Meet link in the recurring calendar event. I would like the Axim team to review the event configuration to ensure the Meet link is visible to all invitees.

Additionally, I would like to add the following people as invitees to the recurring event:

1. regis@behmo.com
2. henrry.pulgarin@edunext.co
3. pedro.cabral@fccn.pt
4. rkohler2@asu.edu
5. ronakpansuriya0@gmail.com

Reasoning

Ensuring everyone can see the Meet link is essential for consistent participation in the Working Group meetings. Adding the additional invitees will ensure they can join future sessions and remain aligned with the group’s progress.

[github-actions]

Thank you for your report! @openedx/axim-oncall will triage within a business day. Simple requests usually take 2-3 business days to resolve; more complex requests could take longer.

[kdmccormick]

@SantiagoSuHe which working group?

[SantiagoSuHe]

@kdmccormick IA Extensions WG

[kdmccormick]

Thanks. I've added all of them to the invite and also enabled recording and transcription of the meeting.

@SantiagoSuHe could you share your email address as well, here or in a DM?, so I can invite you and add you as a co-host? And could you identify 1-2 others who I can also configure as co-hosts so that the meeting can start even when you're on holiday?

[SantiagoSuHe]

@kdmccormick Yes sure, these are the people who attend the meeting most often:

• santiago.suarez@schema.education
• marco@schema.education
• felipe.montoya@edunext.co

[kdmccormick]

All set, thanks Santiago!

[SantiagoSuHe]

Hi @kdmccormick I noticed that there are two events scheduled for the AI Extensions WG meeting, each with different invitees. I believe the second event was created in relation to this issue. I’d appreciate your help in consolidating them into a single calendar event, merging the attendee lists and ensuring that everyone can access the meeting link. Thank you.

[kdmccormick]

sorry @SantiagoSuHe , I only see one event. The one I see is the one on the community working group calendar... let me know if you want more people invited to it:

I'm not exactly sure what happened, but I've seen this happen before, where updating a shared invite will end up with some people having duplicate versions of the event. I don't have access to the duplicated event on those people's calendars.

Does it say who the Organizer is on the duplicate event? You could ask that person to try to cancel it. Worst case scenario, you could send out a messaging telling everyone to delete the duplicate.