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How Do I Subscribe to the ONAP Calendar? 

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Method A) Subscribe to all of the Groups.io list calendars you are subscribed to at once

• Login to groups.io for any ONAP listClick the "ONAP" at the top left of the pageand join the https://lists.onap.org/g/onap-meetings list

• Read the sticky-post on that list 

• Click the "Your Calendar" icon on the left 

• Scroll to the bottom of the page

• Click the "Subscribe to Calendar" button

• copy the url that is generated
• Paste the url using whatever method your calendar reader uses for internet calendar subscriptions

Method B) Subscribe to an individual list's calendar

• Login to groups.io for the ONAP list you are interested in

• Click the "Your Calendar" icon on the left 

• Scroll to the bottom of the page

• Click the "Subscribe to Calendar" button

• copy the url that is generated
• Paste the url using whatever method your calendar reader uses for internet calendar subscriptions
  

Method C) From The Wiki  

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How do I convert my time zone to UTC?

Setting your timezone correctly on your computer, in groups.io and on the wiki, should be correctly display meeting times for your local time zone.
If you need just a general conversion chart, try world clock meeting planner

Zoom Bridge Overview

The LF provides 13 Zoom host accounts for the ONAP community to use. Yes, 13. This is more that any other Project at the whole LF and quadruple the number the next closest LFN Project.  There should be no reason that you cannot find an available bridge to host a meeting. The Zoom accounts are  onapmeet1 through onapmeet13, but usually just referred to by ONAP#).   ONAP1 is generally reserved for the TSC an very large meetings.    Although all of the Zoom accounts are administered by the LF team, the usage is ultimately managed by the community.  Here are some important things you need to know:

NEVER change the time or day of ANY meeting in groups.io without first confirming the currently assigned Zoom account is available for the newly proposed day/time!!!  

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How do I get Host/Recording/Zoom Account Privileges

Recordings cannot occur unless someone registered as a the Zoom Host account is either physically connected to the meeting using that Zoom account 

• As a general rule-of-thumb, host privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access 
• You must have a Lastpass account with sharing keys enabled to be granted host privileges 
• You must provide the email address associated with your Lastpass account to the Linux Foundation so that we can share access with you
• Recordings must be saved to the host's computer rather NOT TO THE CLOUD unless you are instructed to do otherwise by a member of the LF Staff.
• The host has the responsibility for uploading the recording file to the wiki

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By requesting bridge host permissions you agree that you will:

• Not make any configuration changes to the meeting account's Profile or Meeting Settings
• Not use any assigned meeting bridge to start any meeting at a different date or time than the one specifically allocated for that meeting.
• Not log into a different meeting using the same Host account  
• Make an announcement if the meeting is being recorded
• Save any recordings to your local computer and NOT TO THE CLOUD and then upload them to the wiki as appropriate
• Assist the community with setting up new meeting bridges that may be requested

If you agree to these terms please click the link below so that we can send you an invite. Please remember to:
Provide the email address you are using for your LastPass account
Make sure that you enable a sharing key in LastPass after setting up your account.
https://jira.linuxfoundation.org/servicedesk/customer/portal/2/create/232

Do meetings using private bridge numbers need to be added to the ONAP calendar?

If the meeting is a community meeting, yes absolutely.  The meeting should be added to the appropriate calendar for the list used by the project.

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On most groups.io lists any list member can change or cancel a meeting they have set up themselves. A list member cannot cancel or change someone else's meeting however. Every distribution list will have a sticky message in groups.io called "List Moderators" (e.g. https://lists.onap.org/g/onap-discuss/search?q=list+moderators) that contains the names of the individuals that have access to delete meetings from the groups.io calendar for that distribution list.  Calendar Managers will usually only have permissions for one list to help distribute the responsibility in a more equitable manner.  

How do I find the default Zoom Account assigned to a particular list?

See the "List Moderators" sticky post in groups.io for your list (e.g. https://lists.onap.org/g/onap-discuss/search?q=list+moderators)

What do #cal-invite and #cal-cancelled mean?

#cal-invite is a meeting invite
#cal-cancelled is a meeting cancellation

Calendar Management Section

How do I Create a meeting in groups.io?

If you have not watched the groups.io How-to video please do so.

If a new Zoom bridge is needed, do that first, and then add the meeting to the groups.io calendar, copying the zoom info as appropriate. - Don't use the zoom integration in either Groups.io or Zoom as it does not support our usage model.

1. login  to groups.io
2. go the mailing list that you are a Moderator for
3. Click the calendar icon on the left panel
4. scroll to the bottom
5. Click "Add Event"
   

   Please enter the following data whenever you create  a meeting for someone:

   • • Timezone:  Effective March 13, 2019 UTC is the only timezone to be used when scheduling an ONAP meeting. All meetings are to be scheduled to UTC ONLY.  ALWAYS select "UTC" from the pulldown list and not a localized timezone. If you don't know how a local timezone maps to UTC, try this link
     • Location:  This is the Zoom bridge URL with the embedded passcode.  Don't put anything other than the zoom url to this field, otherwise it thinks it is the physical location on a map and you won't be able to click on the link to join the meeting
     • Organizer Name: the Meeting Owner
     • Organizer Email: Meeting Owner's email address
     • Organizer Phone:  In this field put in which Zoom account is being used (ONAP4, ONAP10, etc.) rather than a phone number. If anything other than an ONAP bridge is being used, enter "N/A"
     • Event Color: optional, but tey to use the same color as the rest of meetings for that list.

     • Description:  For a reoccurring zoom meeting there is a lot of unnecessary detail when you click "Copy the invitation". Only paste from the actual "Join Zoom Meeting" zoom meeting url onward as shown below.

       Image Removed

     • RSVP: Don't use - This feature results in unexpected behavior unless EVERYONE on the list has agreed to make use of it. Since this is too hard to enforce in communities as broad and diverse as ours, we recommend just ignoring it.
     • Reminders: Don't use for an onap-discuss list. OK for anything else.
     • Notifications:
       • Send Invite to Group:  Use at initial creation only. 
       • Send notice to Group: Do not use at creation time.
6. Refresh the wiki page  (pending calendar survey https://lists.onap.org/g/onap-discuss/message/22151 )
7. Create a new meeting landing page here: Current Meetings

How do I change a meeting?

1. login  to groups.io
2. go the mailing list that you are a Moderator for
3. Click the calendar icon on the left panel
4. Click on the specific event
5. Click "Edit Event"
6. Make the changes
7. Click "Update Event" + send notice at the bottom of the page
8. Refresh the wiki page  (pending calendar survey https://lists.onap.org/g/onap-discuss/message/22151 )
9. Update the meeting page here if appropriate: Current Meetings

How do I cancel a meeting?

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How do I convert my time zone to UTC?

Setting your timezone correctly on your computer, in groups.io and on the wiki, should be correctly display meeting times for your local time zone.
If you need just a general conversion chart, try world clock meeting planner

Zoom Bridge Overview

The LF provides 13 Zoom host accounts for the ONAP community to use. Yes, 13 community Zoom accounts. This is more that any other Project at the whole LF and quadruple the number the next closest LFN Project.  There should be no reason that you cannot find an available bridge to host a meeting. The Zoom accounts are  onapmeet1 through onapmeet13, but usually just referred to by ONAP#).   ONAP1 is generally reserved for the TSC an very large meetings.    Although all of the Zoom accounts are administered by the LF team, the usage is ultimately managed by the community.  Here are some important things you need to know:

NEVER change the time or day of ANY meeting in groups.io without first confirming the currently assigned Zoom account is available for the newly proposed day/time!!!  

• 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
• DO NOT log into a different meeting using the same Host account  
• A meeting owner has the right to terminate a meeting that is preventing a meeting currently scheduled in that Zoom account from starting
  
  

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How do I get Host/Recording/Zoom Account Privileges

Recordings cannot occur unless someone registered as a the Zoom Host account is either physically connected to the meeting using that Zoom account 

• As a general rule-of-thumb, host privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access 
• You must have a Lastpass account with sharing keys enabled to be granted host privileges 
• You must provide the email address associated with your Lastpass account to the Linux Foundation so that we can share access with you
• Recordings must be saved to the host's computer rather NOT TO THE CLOUD unless you are instructed to do otherwise by a member of the LF Staff.
• The host has the responsibility for uploading the recording file to the wiki

Do meetings using private bridge numbers need to be added to the ONAP calendar?

If the meeting is a community meeting, yes absolutely.  The meeting should be added to the appropriate calendar for the list used by the project.

Who can set up a meeting on the list calendar? 

Any list moderator of onap-meetings can change or cancel a meeting. The community at large cannot create, cancel or change any meetings however.  

How do I find the default Zoom Account assigned to a particular list?

See the "List Moderators" sticky post in groups.io for your list (e.g. https://lists.onap.org/g/onap-discuss/search?q=list+moderators)

What do #cal-invite and #cal-cancelled mean?

#cal-invite is a meeting invite
#cal-cancelled is a meeting cancellation

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Calendar Management Section

How do I Create a meeting in groups.io?

If you have not watched the groups.io How-to video please do so.

If a new Zoom bridge is needed, do that first, and then add the meeting to the groups.io calendar, copying the zoom info as appropriate. - Don't use the zoom integration in either Groups.io or Zoom as it does not support our usage model.

1. login  to groups.io
2. go to the onap-meetings list
3. Click the calendar icon on the left panel
4. scroll to the bottom
5. Click "Add Event"
   

   Please enter the following data whenever you create  a meeting for someone:

   • • Timezone:  Effective March 13, 2019 UTC is the only timezone to be used when scheduling an ONAP meeting. All meetings are to be scheduled to UTC ONLY.  ALWAYS select "UTC" from the pulldown list and not a localized timezone. If you don't know how a local timezone maps to UTC, try this link
     • Location:  This is the Zoom bridge URL with the embedded passcode.  Don't put anything other than the zoom url to this field, otherwise it thinks it is the physical location on a map and you won't be able to click on the link to join the meeting
     • Organizer Name: the Meeting Owner
     • Organizer Email: Meeting Owner's email address
     • Organizer Phone:  In this field put in which Zoom account is being used (ONAP4, ONAP10, etc.) rather than a phone number. If anything other than an ONAP bridge is being used, enter "N/A"
     • Event Color: optional, but tey to use the same color as the rest of meetings for that list.

     • Description:  For a reoccurring zoom meeting there is a lot of unnecessary detail when you click "Copy the invitation". Only paste from the actual "Join Zoom Meeting" zoom meeting url onward as shown below.

       Image Added

     • RSVP: Don't use - This feature results in unexpected behavior unless EVERYONE on the list has agreed to make use of it. Since this is too hard to enforce in communities as broad and diverse as ours, we recommend just ignoring it.
     • Reminders: Don't use for an onap-discuss list. OK for anything else.
     • Notifications:
       • Send Invite to Group:  Use at initial creation only. 
       • Send notice to Group: Do not use at creation time.
6. Create a new meeting landing page here: Alphabetical list of meetings

How do I change a meeting?

1. login  to groups.io
2. go to the onap-meetings list
3. Click the calendar icon on the left panel
4. Click on the specific meeting event
5. Click "Edit Event"
6. Make the changes
7. Click "Delete Update Event" + send notice at the bottom of the page 
8. Pick the cancellation option from the pop-up and leave "Send Notice To Group" in the pop-up checked.
9. Refresh the wiki page  (pending calendar survey https://lists.onap.org/g/onap-discuss/message/22151 )
10. Update the meeting page here if appropriate: Current Meetings

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1. On the wiki go to Community Meetings & Calendar
2. scroll to the bottom of the page
3. Mouse over the mailing list for the meeting you just set up and click on the 3 dots
4. scroll down and click "Refresh".  This will force the wiki subscription to update.
   Image Removedthe page
5. Update the meeting page here if appropriate: Alphabetical list of meetings

How do I cancel a meeting?

1. If an entire reoccurring meeting series is being cancelled, go into the Zoom account for that meeting and delete the entire series first . Skip this step if only one meeting in the series is being cancelled due to a holiday or something.
2.  login  to groups.io
3. go the mailing list that you are a Moderator for
4. Click the calendar icon on the left panel
5. Click on the specific event
6. Click "Edit Event"
7. Make the changes
8. Click "Delete Event" at the bottom of the page 
9. Pick the cancellation option from the pop-up and leave "Send Notice To Group" in the pop-up checked.
10. Update the meeting page here if appropriate: Current Meetings
    
    

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Bridge Management Section

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How do I kill an "In Progress" meeting? 

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A meeting owner has the right to terminate a meeting that is preventing their scheduled meeting from starting.

1. Login to the zoom account for the bridge

2. go to the Meetings tab on the left (if it sinisn't already t already there)

3. Find the offending meeting that has your meeting blocked - The green ball indicates the meeting in progress

   Image Modified
   

4. Click the "End" button.

Logging in to a Zoom account using LastPass

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1. Go to http://www.zoom.us/ 
2. Click on the laspass icon in the username field (if it isn't already populated)
   
3. select the account corresponding to the meeting you want to record and log in using it:
   
   
   
4. Logout when you are done.

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Trouble Shooting

My Google calendar subscription isn't updating

Google calendar is notorious for long update delays of up to 12 hours or more for subscribed calendars and you cannot force it to update.  The only way to force g-cal to update is to actually remove the calendar and re-subscribe and besides being a sucky solution, even that may not help.

All the meeting times displayed on the wiki are wrong

 (pending calendar survey https://lists.onap.org/g/onap-discuss/message/22151 )

As an anonymous user the wiki will display times in UTC.  Make sure that A) you are logged into the wiki and B) that you have set your timezone in your profilehours or more for subscribed calendars and you cannot force it to update.  The only way to force g-cal to update is to actually remove the calendar and re-subscribe and besides being a sucky solution, even that may not help.

All the meeting times displayed in groups.io are wrong

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If you have Zoom Host privileges you have the right to terminate a meeting that is preventing your scheduled meeting from starting. 

I still need help!

• Ask the "List Moderators" (e.g. https://lists.onap.org/g/onap-discuss/search?q=list+moderators)Send a cc message to https://lists.onap.org/g/onap-calendar-help

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