Calendar invites for board meetings (both chapters)

[getvindicated2day]

PR 2 of 2, on top of #97 (merged).

What changes

Schedule a meeting (admins only, Meetings tab, both chapters)

• Fields: title, date, start and end time, location or Zoom link, notes, "Repeats weekly" with a last date, and who to invite: the whole board, one team, or picked members.
• Before sending:
  • The form says how many people will get the invite and names anyone with no email on file.
  • Then it asks "Send invites to N people?" (or "Send updated invites…" for an edit).
• "Send me a test invite": sends one invite to an address prefilled with the chapter's organizer (Fiona or Rana), which the admin can change. Nothing is saved.
• Past meetings:
  • Upcoming meetings are listed with Edit and resend, Cancel this date (for weekly series), and Cancel the whole meeting.
  • Past dates of scheduled meetings with nothing logged show under "Waiting to be logged". That opens the existing log form, prefilled with the date and title.
• My page: shows each person's upcoming meetings they're invited to, in date order with events.

The invites

• Sending: through Brevo's SMTP relay with nodemailer, as agreed. Its icalEvent makes a text/calendar; method=REQUEST part (or CANCEL) plus an invite.ics attachment. Everything else still uses the Brevo API.
• The .ics file:
  • METHOD:REQUEST or CANCEL.
  • One UID per meeting, <chapter>-<uuid>@getvindicated.org, stored with SEQUENCE in the new board_scheduled table.
  • A VTIMEZONE for America/Los_Angeles.
  • For weekly meetings, RRULE:FREQ=WEEKLY;BYDAY=…;UNTIL=…, with UNTIL in UTC. EXDATE lists dates that were cancelled.
  • Every invitee is an ATTENDEE with RSVP=TRUE.
  • The organizer is set per chapter in lib/board/chapter-server.ts.
• Updates and cancellations:
  • An edit resends with the same UID and SEQUENCE+1. People removed get a cancellation, people added get the invite, and everyone else gets "Updated invitation".
  • Cancelling one date sends METHOD:CANCEL with RECURRENCE-ID. Cancelling the whole meeting sends METHOD:CANCEL and deletes it.
• The emails follow docs/vindicated-invite-preview.html:
  • Subjects are "Invitation: …", "Updated invitation: …" or "Cancelled: …".
  • The body has a date card, a short note and the hub link.
  • They come from BOARD_INVITE_FROM, named "VINdicated at UCLA" or "VINdicated at Berkeley", with reply-to set to the organizer.

Railway variables to set

• BREVO_SMTP_LOGIN: Brevo → SMTP & API → SMTP, the login shown there.
• BREVO_SMTP_KEY: an SMTP key generated on that same page.
• BOARD_INVITE_FROM: e.g. board@getvindicated.org.
  • The domain to verify in Brevo is getvindicated.org: Brevo → Senders, Domains & Dedicated IPs → Domains, then add the DNS records it shows.

Until all three are set, scheduling returns a clear "Invites aren't set up yet" message. The rest of the board works as before.

Tested locally

These were run against local Postgres, with BOARD_INVITE_OUTBOX writing each email to a file instead of sending it. The .eml files were checked with Python's email parser and the icalendar library.

• Permissions:
  • A UCLA member trying to schedule gets 404.
  • A Berkeley admin can't cancel a UCLA meeting (404).
  • A bad cancel date returns 400.
• Invite: the test invite went to one address and nothing was saved. Inviting the Data team sent 4 invites and named Ray as having no email on file.
• MIME parts in every email: text/plain, text/html, text/calendar; method=REQUEST|CANCEL, and the invite.ics attachment.
• The same UID throughout:
  • New invite: SEQUENCE 0, 6–6:30pm, RRULE:FREQ=WEEKLY;UNTIL=20261123T075959Z;BYDAY=SU, which is Nov 22 23:59:59 Pacific.
  • Edit to 6:30–7pm, with Allen removed and Rizwaan added: SEQUENCE 1. Updates went to 3 people, the invite to Rizwaan, and a cancellation to Allen.
  • Cancel Nov 22: SEQUENCE 2, METHOD:CANCEL, RECURRENCE-ID 2026-11-22 18:30 −08:00 (standard time handled).
  • Cancel the series: SEQUENCE 3, METHOD:CANCEL, and the row was deleted.
• Screens:
  • The confirm step reads "Send invites to 9 people?".
  • The log form opens prefilled for a past date, and the date leaves "Waiting to be logged" once saved.
  • My page lists meetings and events in date order.
  • The Berkeley Meetings tab is unchanged apart from the new sections.
  • No sideways scrolling at 390px.
• tsc, lint and build pass.

To check after deploy (can't be done from here)

1. Set the three variables and verify getvindicated.org in Brevo.
2. On /board/ucla → Meetings → Schedule a meeting, use Send me a test invite to your Gmail. It should show Yes / Maybe / No.
3. Schedule a real one, edit its time, and check the event on your calendar moves instead of being duplicated.
4. Cancel it and check the event disappears.

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