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- Be logged into LF Edge 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 Akraino LF Edge 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 Akraino TSC LF Edge Group Calendar section of the Akraino LF Edge Wiki.
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Subscribing to the
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LF Edge Group Calendars
You can directly subscribe to the Akraino LF Edge Group Calendars to stay in sync with meetings and events. There are two options available, both require that you be logged into your account using your LFID to sign-in.
- Option 1: You can subscribe from the Akraino TSC LF Edge Group Calendar section of the Akraino LF Edge Wiki
- Click on the "..." section of the group calendar
- Click "Subscribe" for a list of options based on your preferred mail tool
- Follow the instructions to add the group calendar as a subscribed calendar to your preferred mail tool
Alternatively, you can select the "Export to iCalendar" option
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- A ticket must be created by emailing meeting-requests@lists.akrainolfedge.org 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 Akraino LF Edge 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 Akraino LF Edge TSC and Sub-Committees, PTLs, or Community Coordinators
- You must be the designated with the role above on the applicable group Wiki page
- You must request privileges by emailing meeting-requests@lists.akrainolfedge.org and include the applicable Akraino LF Edge Groups.io sub-group you'll be coordinating the meeting within
- Once approved you will be added as a moderator for the applicable Akraino LF Edge Groups.io sub-group with permissions to add/update/cancel/delete meetings
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- Visit the Akraino Group Calendar within the Akraino LF Edge 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 LF Edge 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 LF Edge Zoom account meetings, you can view all the meetings within the Akraino TSC LF Edge Group Calendar section of the Wiki under the ALL Mail Lists section.
- 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 LF Edge Zoom account you are using for the meeting (such as Akraino LF Edge Edge Stack 1 being purple in group calendar), color designations for each Akraino LF Edge 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.
- 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 alternate-hosts will be added to the meeting-hosts@lists.akrainolfedge.org mail list for meeting troubleshooting and questions (see above).
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- Open your LastPass account in your browser, and choose open my vault
- On the left lower part, press the icon with two people
- Choose "Manage Shared Folders" and approve the one from AkrainoLF Edge
- The account's login will be add to your LastPass and you will be able to choose from it when logging into into the Akraino LF Edge Zoom account
Login:
- Go to https://zoom.us/signin to sign in using the LastPass information associated with your Akraino LF Edge Zoom meeting account, press the marked part to choose from available accounts/passwords:
Select the Akraino Zoom account corresponding to the meeting you want to record and log in using it, the credentials will auto populate:
- Choose "Meetings" from the menu on the left
- Find your meeting on the list (usually the top one) and click the "Start" button to launch your meeting
- 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
- Select "Record to this Computer"
- You can pause and resume if necessary and the recording will be saved as a contiguous stream
- Stop the recording when you are finished, it will be saved to your computer when the meeting is officially ended
Upload the zoom_#.mp4 to the applicable TSC Wiki page.
- Effective February 1, 2019 files under 1.5GB can be uploaded directly to the TSC Wiki.
- Files larger than 1.5GB will need to be uploaded to the shared TSC Meeting Drive, and linked back to the applicable TSC Wiki page. (Note: This is an evolving model and updates will follow with a solution that better accommodates those with Google access issues)
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
Note: Regarding Chat File Content, uploading the chat.txt file is often beneficial to the team. Be advised the chat file may contain private chats sent from/to the person recording the meeting.
- DO NOT upload any "audio_only" or "playback" files.
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Please see above for Alternate-Host Privilege Requirements. All approved alternate-hosts will be added to the meeting-hosts@lists.akrainolfedge.org mail list for meeting troubleshooting and questions, see above.
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