Editorial Remark: the rough notes below show how a working version of the requirements can have very rough ideas that will be refined as the process goes along.

HERE ARE SOME ROUGH NOTES:

Make sure the following stuff gets included: the scheduling system automatically figures out if the current user is the leader of one or more of the groups (??or individuals??) listed in the attendees list, and if so prompts with a confirmation that asks if the meeting should be penciled in on those users' calendars.

I'm thinking that we may want to keep it simple here and only allow pencil-in when meetings are scheduled for registered groups. So here's a plausible rule: in the confirmation dialog, the following information/questions are included: (1) You are a leader of the following group(s) whose attendance you've requested; do you want to pencil-in for them? (2) You do not have pencil-in authority over the following user/group calendars: ... ; do you want to send email notices announcing the meeting to these users? (3) the following individually listed attendees are also in one or more of the listed groups: ... ; the pencil-in or email notice will be done only once for these users.

The dialog for scheduling a meeting is quite similar to scheduling an appointment. In particular, the following fields are exactly the same in both dialogs: Title, Recurring, Category, Priority, Location,