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- Privileges are only granted to Chairs/Co-Chairs for Akraino 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 akraino-helpdesk@rt.linuxfoundation.org (Cc jserafin@linuxfoundation.org), include the applicable Akraino Groups.io sub-group you'll be coordinating the meeting within
- Once approved you will be added as a moderator for the applicable Akraino Groups.io sub-group with permissions to add/update/cancel/delete meetings
After you have been granted Group Meeting Management Privileges, to create/update a meeting follow these steps:
- Visit the Akraino Group Calendar within the Akraino 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 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 Zoom account meetings, you can view all the meetings and applicable Zoom accounts used for the Akraino Group Calendar either in Groups.io or via the Team Calendar in 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 Akraino Zoom account you are using for the meeting (such as Akraino Edge Stack 1 being purple in group calendar), color designations for each Akraino 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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Alternate Meeting Host & Recording Privileges
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