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- Wherever and whenever possible Zoom meeting bridges will be distributed across the different Akraino EdgeX accounts with buffers on either side of the scheduled meeting to avoid conflicts
- IF YOU ARE A HOST PLEASE LOG OFF OF THAT ZOOM HOST ACCOUNT WHEN YOUR MEETING IS OVER
- Meeting IDs are good for a specific day and time-slot only
- DO NOT use an assigned meeting bridge to start a meeting at a different date or time, otherwise you will cause conflicts for other scheduled meetings
- DO NOT log into a different meeting using the same Host account, otherwise you will cause conflicts for other scheduled meetings
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- Visit the Akraino Group Calendar within the Akraino Groups.io instance.
- Scroll to the bottom of the group calendar, select Add Event, and choose the applicable sub-group you are trying to create a new meeting for (such as tsc@lists... or process@lists..., etc.). The sub-groups you belong to will be displayed along with those you have privileges for.
- Fill in the fields for:
- Event Name, enter descriptive name for your meeting.
- Start and End Times, enter the details noting the Timezone, selecting All Day if applicable.
- Event Repeats, select if applicable, and enter the additional details.
- Location, this will be the Akraino Zoom link (which you will need to have previously set up, see Alternate Meeting Host & Recording Privileges info below).
- You must be very careful to not overlap Akraino Zoom account meetings, you can view all the meetings within the Akraino TSC Group Calendar section of the Wiki.
- Organizer Email, this will be the sub-group mail list (such as tsc@lists... or process@lists..., etc.).
- Organizer Phone, is optional.
- Event Color, this will be the color noted for the Akraino Zoom account you are using for the meeting (such as Akraino Edge Stack 1 being purple in group calendar), color designations for each Akraino Zoom account are available here.
- Description, this will be the relevant meeting details. It is recommend to enter the following:
- Summary of the meeting purpose
- Meeting lead name
- Wiki page for reference
- Full Zoom details
- Request RSVP, select this item to ensure that guests can provide a response to your meeting (Will Attend, Will Not Attend, and Not Sure). This will also allow you to see the responses within the meeting invite.
- Max Number of Attendees, can be left at 0, which means unlimited.
- Note To Send Attendees, is optional (such as a thank you for the RSVP and a pointer to a wiki page for more information).
- Reminders, set this up for automatic email reminders to be sent to the applicable mail list regarding the meetings.
- A 1 day before and 10 minutes before reminder is suggested as a standard, leave as Send As Normal Message.
- Notifications, you must select Send Invite To Group in order for the invite to be sent to the applicable sub-group.
- Leave Send Notice To Group When Event Happens unchecked as it is not a necessary notification in most cases.
- To Update a Meeting, click on the event you are updating and select Edit Event and make the applicable changes.
- Select Update Event to save the changes and ensure you choose the update to reflect on Only This Event or All Meetings as applicable.
- The meeting update will be reflected in the meeting subscription with the next automatic update.
- To Cancel/Delete a Meeting, click on the event you are updating and select Edit Event, scroll to the bottom of the Event and click on Delete Event.
- You'll need to select either Only This Event or All Meetings as applicable here as well.
- The meeting update will be reflected in the meeting subscription with the next automatic update.
- Courtesy Email, as a meeting lead it is a best practice to email the applicable sub-group with a note about any new meetings available, any meeting changes, or meeting cancellations.
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