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| Table of Contents |
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LF AI Group Calendars Overview
Group calendars are managed within LF AI Foundation Groups.io subgroups (mail lists); with each sub-group (mail list) having a unique group calendar. Meeting invites from these group calendars are sent to the applicable sub-group (mail list). In order to see the various group calendars you must:
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- Visit your LF Deep Learning Group Calendar via Groups.io
- Scroll to the bottom of your group calendar, select Add Event, and choose the applicable sub-group(mail list) you are trying to create a new meeting for (ex. tac-general@lists...).
- Fill in the fields for:
- Event Name, enter descriptive name for your meeting and include the Zoom Link you are going to use, this is very important to help others know what Zoom Links are in use during each meeting time
- Example: TAC Meeting (Zoom 3)
- Start and End Times, selecting All Day if applicable
- Local time zones should not be used when scheduling a meeting, ALWAYS select "UTC" from the pulldown list. If you don't know how a local timezone maps to UTC, try this link
- This will help everyones calendar to sync properly with daylight savings shifts and the overall global nature of the community
- Local time zones should not be used when scheduling a meeting, ALWAYS select "UTC" from the pulldown list. If you don't know how a local timezone maps to UTC, try this link
- Event Repeats, select if applicable, and enter the additional details
- Location, this will be the LF AI Zoom Link (ex. Zoom 1: https://zoom.us/j/123456789) you are using, the meeting links available for shared use are noted below under List of Alternate Hosts for Zoom Meetings
- You must be very careful to not overlap LF AI Zoom account meetings, you can easily view all the meetings within the the applicable Group Calendar via Wiki page
- You may need to negotiate with the meeting owners if there are conflicts with your preferred time
- You must be very careful to not overlap LF AI Zoom account meetings, you can easily view all the meetings within the the applicable Group Calendar via Wiki page
- Organizer Email, this will be the sub-group mail list (ex. tac-general@lists...)
- Organizer Phone, is optional
- Meeting Event Color, is optional at this time, but try to use the same color as the rest of meetings for that list as a best practice
- 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, don't use as this feature results in unexpected behavior unless EVERYONE on the list makes use of it which is too difficult to enforce
- Reminders, set this up for automatic email reminders to be sent to the applicable mail list regarding the meetings
- 10 minutes before is suggested, leave as Send As Normal Message
- Notifications, you must select Send Invite To Group in order for the invite to be sent to the applicable sub-group
- Leave Send Notice To Group When Event Happens unchecked as it is an unnecessary notification
- 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
- Update Event will make a change to the meeting and will be reflected in the meeting subscription with the next automatic update
- Update Event and Group will make a change to the meeting and will be reflected in the meeting subscription with the next automatic update AND send an updated notice to the mail group
- Select Update Event to save the changes and ensure you choose the update to reflect on Only This Event or All Meetings as applicable
- 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
- The meeting update will be reflected in the meeting subscription with the next automatic update
- The Send Notice to Group is selected by default, adjust accordingly if you need to remove that
- Event Name, enter descriptive name for your meeting and include the Zoom Link you are going to use, this is very important to help others know what Zoom Links are in use during each meeting time
- 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
- You can also make the change in Groups.io and if a notice to the group is going to be sent you can reply with your additional commentary
- Refresh Wiki Calendar, for immediate update to the wiki group calendar (if one is in use for the group), refresh the subscription to the applicable sub-group(mail list) listed, otherwise, the update will be reflected in the meeting subscription with the next automatic update
- Scroll to the bottom of the page
- Mouse over the mailing list for the meeting you just set up and click on the 3 dots (...)
- Scroll down and click "Refresh", this will force the wiki subscription to update
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Ending an "In Progress" Meeting
A meeting owner has the right to terminate a meeting that is preventing their scheduled meeting from starting. If you have Zoom account privileges you can do it this way:
Login to the Zoom account for the bridge
Go to the Meetings tab on the left (if it isn't already there)
Find the offending meeting that has your meeting blocked (the green ball indicates the meeting in progress)
Click the "End" button
- You should notify lfai-meetinghosts@lists.lfai.foundation that you are going to do this and state which Zoom account you are using
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List of Group Calendars Meeting Moderators
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