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How Do I Subscribe to the ONAP

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Calendar 

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You can directly subscribe to the ONAP Calendar to stay in sync with meetings and events.

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• Login to groups.io and join the https://lists.onap.org/g/onap-meetings list

• Read the sticky-post on that list 

• Click the "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

How do I convert my time zone to UTC

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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

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• 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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Recordings Recordings

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Note
title Host request
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

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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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Who can set up a meeting on the list calendar

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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

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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

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#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

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

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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.

       

     • 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

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Warning
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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 it is not you will need to change to a Zoom account with an opening for that time slot.

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 "Update Event" + send notice at the bottom of the page
8. Update the meeting page here if appropriate: Alphabetical list of meetings

How do I cancel a meeting

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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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All Bridge Owner activity assumes that you are logged into the correct Zoom account. Zoom has a great library of how to videos https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials

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How do I set up or change a Zoom bridge

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You must be a Bridge Manager to create or change a zoom bridge. The list of people with the necessary permissions is here

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It is always a best practice to add the meeting owner's name and email address in the Description field of the Zoom meeting and to also note date of the most recent change

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How do I record a meeting

To record you  need to be logged into Zoom account for the bridge.  DO NOT RECORD TO THE CLOUD unless specifically instructed to do so by an LF staff member!  Record to your local computer

1. After the meeting has started click the "Record" button located at the bottom of the Zoom window OR if someone is screen sharing the recording option will be found under the "More" section of the Zoom menu bar 
2. Select "Record to this Computer"  DO NOT RECORD TO THE CLOUD! 
3. In case it wasn't clear: DO NOT RECORD TO THE CLOUD! 
4. You can pause and resume if necessary and the recording will be saved as a contiguous stream.
5. Stop the recording when you are finished.  It will be saved when the meeting is officially ended.

6. Rename the zoom_#.mp4 to match your meeting name and date (example foo-team-2019-01-01.mp4)

7. Upload the renamed .mp4 file to the wiki and link it as appropriate. DO NOT upload any "audio_only" or "playback" files.

8. After you have verified the upload was successful and you can watch the recording from the wiki you can remove the files from your computer.

9. Oh Yeah, DO NOT RECORD TO THE CLOUD! 

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 isn't already there)

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

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4. Click the "End" button.

Logging in to a Zoom account using LastPass

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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"

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