Nexoedge Group Calendars

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• Be logged into Nexoedge Groups.io
• Be subscribed to the sub-group mail list you're interested in
• Thereafter, you will see all the calendars for the sub-groups you subscribe to under your Nexoedge Groups Calendar page in Groups.io OR
• You can view all group calendars from all mail lists (regardless of whether you are a member of the mail list sub-group or not) in the Nexoedge TSC Group Calendar section of the Nexoedge Wiki.
  
  

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The LF currently provides ?? 1 general use Zoom meeting accounts for the Nexoedge community. Additional Zoom meeting accounts can be requested for the project as the project scales. These shared Zoom accounts are administered by the LF team, but usage is ultimately managed by the Nexoedge community. Please carefully review the following:

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• A ticket must be created by emailing ??  with with the following information included as applicable: 
  • Meeting Name
  • Day/Date
  • Time & Timezone
  • Duration for Meeting
  • Recurring or One-Time Bridge Required
  • Alternate Meeting Host & Recording Privileges Required (Important: Read more about this item below)
  • Any additional comments you believe are relevant to your request

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The LF can set up individuals from the community with privileges to schedule and manage meetings in the Nexoedge Group Calendars (via the applicable Groups.io sub-group) provided the following criteria is met.

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• Privileges are only granted to Chairs/Co-Chairs for Nexoedge TSC and Sub-Committees, Working Group Chairs, or Community Coordinators
• You must be the designated with the role above on the applicable group Wiki page
• You must request privileges by emailing emailing ?? and include and include the applicable Nexoedge Groups.io sub-group you'll be coordinating the meeting within
• Once approved you will be added as a moderator for the applicable Nexoedge Groups.io sub-group with permissions to add/update/cancel/delete meetings

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• Visit the Nexoedge Groups.io Calendar within the Nexoedge 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 Nexoedge 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 Nexoedge Zoom account meetings, you can view all the meetings within the Nexoedge 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 Nexoedge Zoom account you are using for the meeting (such as Nexoedge Working Group 1 being purple in group calendar), color designations for each Nexoedge 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.
    • Additional Information Requested From Attendees, is optional (such as in person attendance vs via Zoom), this will be asked on the RSVP page.
      
    • 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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All approved hosts will be added to the  ?? mail list for meeting troubleshooting and questions.

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Step-by-Step Guide for Launching Meeting

Login:

1. Go to https://zoom.us/signin to sign in:
   

    

2. Choose "Meetings" from the menu on the left

3. Find your meeting on the list (usually the top one) and click the "Start" button to launch your meeting
4. After the meeting has started, make sure the meeting shows as recording
5. You can pause and resume if necessary and the recording will be saved as a contiguous stream
6. Stop the recording when you are finished. The recording will also stop when you close the window.

7. Brett will receive notification when the meeting recording is available and will post to your Wiki. If you do not see the recording within 24 hours, feel free to email Brett, or log back into Zoom and access the recording link via ??

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Please see above for Group Calendar Meeting Management Privileges Requirements.

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List of Alternate-Hosts for Zoom Meetings 

Please see above for Alternate-Host Privilege Requirements. All approved alternate-hosts will be added to the ?? mail list for meeting troubleshooting and questions, see above.