ONAP Meetings and Zoom Bridge Policies

General Information

The calendar function in https://lists.onap.org/g/onap-meetings has a number of benefits due to its integration with the mailing lists making it a more easily scalable solution by distributing the workload across the community.  The TSC, Subcommittees and any projects that have their own dedicated mailing list will utilize the calendar function within that associated list. For meetings that fall into the onap-discuss list, the calendar function within the onap-discuss list will be used.

All subcommittee Chairs, Vice-Chairs, and PTLs Community Coordinators have been granted moderator access to their respective lists and are responsible for any zoom changes that may be required for their meetings.

Groups.io Training Video 

Roles and Responsibilities

• Participant: Any member of the community that wants to attend a meeting
• Meeting Owner: The person that actually owns and runs the meeting
• Staff:  LF staff member

How Do I Subscribe to the ONAP Calendar 

You can directly subscribe to the https://lists.onap.org/g/onap-meetings Calendar to stay in sync with meetings and events.

• 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

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 Usage 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 named  onapmeet1 through onapmeet13, but usually just referred to by ONAP#).   ONAP1 is generally reserved for the TSC and very large meetings.    Although all of the Zoom accounts are administered by the LF team, the usage is ultimately managed by community Zoom Managers and not by the LF.  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
  
  

How do I get Host/Recording/Zoom Account Privileges

Recordings cannot occur unless someone logged in as the Zoom Host account is physically connected to the meeting (default behavior), or someone on the bridge has manually claimed the host role. To do either of these for ONAP you need to be given the appropriate Zoom Manager privileges by the LF.

• As a general rule-of-thumb, Zoom Manager 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 to create and modify bridge info.
• You must provide the email address associated with your Lastpass account to the Linux Foundation so that we can share access with you

Do meetings using my personal or company Zoom accounts 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. Private meetings of course are your own business

Who can set up a meeting on the https://lists.onap.org/g/onap-meetings calendar

Any community Zoom Manager 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

Groups.io Calendar Management Section

How do I Create a meeting in groups.io

You must be set as a moderator of the https://lists.onap.org/g/onap-meetings list, which also means that you are an ONAP Zoom Manager.   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 https://lists.onap.org/g/onap-meetings calendar, copying in the zoom info as appropriate. -

1. login  to https://lists.onap.org/g/onap-meetings
2. Click the calendar icon on the left panel
3. scroll to the bottom
4. 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 ONAP meetings are to be scheduled to UTC ONLY, therefore 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 try 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: Set as you see fit.
     • Notifications:
       • Send Invite to Group:  Use at initial creation only. 
       • Send notice to Group: Do not use at creation time.
5. Create a new meeting landing page here: Alphabetical list of meetings

How do I change a meeting

1. login  to https://lists.onap.org/g/onap-meetings
2. Click the calendar icon on the left panel
3. Click on the specific meeting event
4. Click "Edit Event"
5. Make the changes
6. Click "Update Event" + send notice at the bottom of the page
7. 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 https://lists.onap.org/g/onap-meetings
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 "Delete Event" 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. Update the meeting page here if appropriate: Current Meetings
   
   

Zoom Management Section

Zoom Managers have been granted permissions by the LF to create, modify and delete bridges on ONAP's 13 community Zoom accounts.  As a general rule-of-thumb Zoom Manager privileges are granted to TSC Members, Sub-Committee officers, PTLs, or Community Coordinators, but any member of the community may request access 

Is there Zoom Manager training available?

All 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

How Do I Get Recording Permissions?

How Do I Become An ONAP Zoom Manager?

• You must have a Lastpass account with sharing keys enabled to be granted host privileges to create and modify bridge info.
• You must provide the email address associated with your Lastpass account to the Linux Foundation so that we can share access with you

How do I set up or change a Zoom bridge 

You must be a Zoom Manager to create or change a zoom bridge.  

Instructions with Video  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

How do I record a meeting

You need to be an LF sanctioned Zoom Manager. To record you need to be the Zoom session host. This means either by being logged into Zoom account for the bridge, or manually claiming the the host role after joining the meeting.  Because of changes Zoom implements in t January of 2022, using the "claim host" method is the preferred way of doing this.  

  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 claim the host role?

• You need to be an LF sanctioned Zoom Manager 
• While in the meeting open the participants tab, then click the "Claim Host" button.  Enter the HostID that was provided to you by the LF via the https://lists.onap.org/g/onap-zoom-hosts list.

Note that if anyone one else is already assigned the Host role, you cannot "Claim Host" back unless you are logged into the meeting via the actual Zoom host account for that bridge.

How do I kill an "In Progress" meeting

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

   
   

4. Click the "End" button.

Logging in to a Zoom account using LastPass

The very first time:

1. open your LastPass account in the browser, and choose open my vault.
2. on the left panel select "Sharing Center"
3. Select the "Shared ONAP Zoom Community" folder
4. Select the bridge you want to use and click launch

Every other time:  

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.

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 in https://lists.onap.org/g/onap-meetings are wrong

The default is UTC. Make sure you have set the time zone in your groups.io account profile correctly.  

Zoom Bridge:  The meeting host is attending another meeting

If you receive the error, "The meeting host is attending another meeting" or similar message: 

• • a previous meeting using that Host account is still in progress and did not end as scheduled 

  • the Host forgot to end the Zoom session and someone is still connected to the bridge

  • someone has used that Host account to start a meeting outside of the assigned time-slot

  • someone is using that Host account to attend another Host's meeting in progress

The LF will not take any action, intervene or set up an emergency bridge in the event of an ONAP bridge conflict such as the ones above. 

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

I am suddenly unable to login to an ONAP Community Zoom Account using LastPass

If you try logging in via LastPass and  get redirected to a page that says: We detected an unusual login from a device or location you don't usually use or have not used in a while. To sign in to your Zoom account, check your email (onapmeet##@onap.org) and input the verification code", there isn't anything we can do about it. This was a change implemented by Zoom in January of 2022 that breaks the way LF communities use Zoom.   If this impacts you the only alternative is to send an email to the https://lists.onap.org/g/onap-meetings list asking for a member to make the changes on your behalf. 

I still need help!

• Ask the ONAP community project or sub-committee mailing list associated with the meeting
• Ask the ONAP community project or sub-committee Slack Channel associated with the meeting