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LF AI Group Calendars Overview

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• Visit your LF AI 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 Account is in use during each meeting time
    • Example: TAC Meeting (LF AI Zoom)
  • Start and End Times, selecting All Day if applicable 
    • Local time zones should not be used when scheduling a meeting as a best practice, it is preferred to select "UTC" from the pulldown list. If you don't know how a local timezone maps to UTC, try this link 
      • This will help everyone's calendar to sync properly with daylight savings shifts and the overall global nature of the community
  • Event Repeats, select if applicable, and enter the additional details
  • Location, this will be the LF AI Zoom Link (ex. Zoom1: 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 (such as the tac-general@lists... group calendar)
      • You may need to negotiate with the meeting owners if there are conflicts with your preferred time
  • 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
  • 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 
• 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 should always 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 calendar), 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 immediately
• You must then update the applicable groups Meeting List (such as the TAC Meetings List) to ensure there is a clear view of all meetings happening across the Trusted AI Committee for reference by the community and also for management of the shared Zoom account among the Committee Chairs and Working Group Leads

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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

5. 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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The default is UTC. Make sure you have set the timezone in your account profile.Zoom

How do I convert my time zone to UTC?

Setting your timezone correctly on your computer, in Groups.io and on the wiki, should correctly display meeting times for your local time zone. If you need just a general conversion chart, try world clock meeting planner.

Zoom Bridge: The meeting host is attending another meeting

If you receive the error, "The meeting host is attending another meeting" or similar message. Please see the Zoom Bridge Errors section.

Do meetings using private bridge numbers need to be added to the LF AI group 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.

Who can set up a meeting on a group calendar?  

Every distribution list will have a "Meeting Moderator(s)". Meeting Moderators have access to create/change/delete meetings from the Groups.io calendar for that distribution list. View the list here.

Who can set up a new Zoom bridge? 

Permissions for shared Zoom account management will usually be the same as the Meeting Moderators, found here, for each subgroup (mail list). The list of alternate hosts for shared zoom meeting accounts can be viewed here.

Which Zoom Link is assigned to which subgroup (mail list)?

See the list of alternate hosts for shared zoom meeting accounts here. 

What if I want a meeting but there are no Zoom accounts available for that time slot?

If it is for a reoccurring meeting, you will need to email lfai-meetingrequests@lists.lfai.foundation to determine if there will be any new Zoom accounts added to the project soon. If not, you will need to use your own personal meeting account.

If it is for a one-off meeting, you will need to email lfai-meetingrequests@lists.lfai.foundation with your request following the instructions here.

What do #cal-invite and #cal-cancelled mean in the notification emails sent from Groups.io?

#cal-invite is a meeting invite

#cal-cancelled is a meeting cancellation

I still need help

Send an email to lfai-meetinghosts@lists.lfai.foundation for help from within the community or email operations@lfai.foundation and you will receive a response as soon as possible.

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