When rescheduling a meeting, the additional note is copied inplace of the event desription in the google calendar event

[mickaelbeaudry]

Found a bug? Please fill out the sections below. 👍

Issue Summary

After rescheduling a meeting, we lose the meeting description; it is overridden by the user's additional note.

Steps to Reproduce

1. Create a meeting with name, email, and additional note fields.
2. Check the calendar event, all information is present: the meeting description and the user's additional note.
3. Reschedule this meeting.
4. In Google Calendar, the event description is overridden by the user's additional note (see screenshots in the Evidence section).

Actual Results

• The description is overridden by the additional note field ant that isn't a normal behavior
• Additionally (as a feature request), it could be useful to include the rescheduling note in the calendar event, currently, it is not present.

Expected Results

• The meeting description should remain visible after rescheduling, instead of being replaced by the user's additional note.

Technical details

• Tested on cal.com directly using Chrome, connected to my Gmail calendar account.

Evidence

• Screenshots of the sequence described above are attached.

[linear]

CAL-7049

[Tushar-Khandelwal-2004]

I can handle this fix. I will update the rescheduling logic to prevent the description override and include the rescheduling note in the update. Please assign this to me.

[KartikLabhshetwar]

hi, @mickaelbeaudry i tried to reproduce this bug and everything is working perfectly for me.

this is a rescheduled event:

[Tushar-Khandelwal-2004]

hi @KartikLabhshetwar @mickaelbeaudry , I tried reproducing the bug, and it persists. You can see the attached images showing the state before rescheduling and after rescheduling.

[AnoshaHafeez]

Hi everyone,
I’ve reproduced the issue successfully. During rescheduling, the Google Calendar event description is being overwritten by the additional/rescheduling note instead of being preserved.

I’m currently working on updating the rescheduling logic to ensure:
The original event description remains unchanged
The rescheduling note is handled separately(e.g. appended or added without overriding existing content)

I’ll post an update once the fix is ready or a PR is opened.

[Ryukemeister]

hey there, I believe this should be fixed in #25945

FYI: to reproduce this issue, you need to create an event type and set description to null via the UI. the issue in part is that when event type description is null, the calendar event had a fallback that would set the calendar event description as the value stored in the description field of the Booking table (additional notes value is being stored as the description field value in Booking table)

[RajeshKumar11]

Hi, I've been analyzing this issue and wanted to share my findings.

Analysis

Looking at the code flow:

1. CalendarEventBuilder (packages/features/CalendarEventBuilder.ts) correctly sets:

   • description from eventType.description (via withEventType)
   • additionalNotes from user input (via withBasicDetails and withMetadataAndResponses)

2. getRichDescription (packages/lib/CalEventParser.ts) correctly combines both:

   getDescription(t, calEvent.description),  // eventType description
   getAdditionalNotes(t, calEvent.additionalNotes),  // user's additional notes

3. processEvent (packages/features/calendars/lib/CalendarManager.ts) calls getRichDescription(calEvent) to build calendarDescription

4. Google Calendar update uses event.calendarDescription as the event description

Previous Fix

PR #25945 was merged on Jan 13, 2026 and addressed a related issue with hideCalendarNotes. That PR removed code that was incorrectly resetting evt.description after calendar events were created/updated.

Question

@Ryukemeister mentioned in a comment that the issue is reproducible when "event type description is null". Could you confirm:

1. Is this issue still reproducible on the latest main branch (which includes PR fix: respect hideCalendarNotes setting during booking reschedule #25945)?
2. If yes, does it only occur when eventType.description is null/empty?

If the issue persists, please provide:

• Steps to reproduce on the latest code
• The exact values of event type description and additional notes being used

This will help identify if there's a remaining edge case that needs to be fixed.

[RajeshKumar11]

I've identified the root cause and implemented a fix.

Root Cause

In packages/lib/buildCalEventFromBooking.ts at line 94, the function was incorrectly using booking.description (which stores the user's additional notes) as the calendar event description:

description: booking.description || "",

This meant that when the event type description was null/empty, OR when buildCalEventFromBooking was used (e.g., during location edit), the calendar event description would be set to the user's additional notes instead of preserving the event type description.

Fix

1. Added description field to the EventType type definition
2. Changed the return object to properly separate the two fields:
   • description: booking.eventType?.description || "" - Uses the event type description
   • additionalNotes: booking.description || undefined - Uses the user's additional notes

This ensures that when getRichDescription() is called in CalendarManager, it will correctly include BOTH the event type description AND the additional notes in the calendar event, rather than using the additional notes as the description.

Working on a PR now.