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:

• Be logged into LF AI Foundation 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 LF AI Foundation Group Calendar via Groups.io OR

• You can also view a specific group calendar via the Wiki (if the group has created a Wiki group calendar) whether you are a member of the sub-group (mail list) or not

  • Example: LF AI TAC Group Calendar (tac-general@lists...) via Wiki

Subscribing to LF AI Group Calendars

You can directly subscribe to a Group Calendar to stay in sync with meetings and events

NOTE: When you receive a meeting invite in your inbox for a meeting scheduled within Groups.io (example TAC meeting invite available here) you have the option to directly add the meeting (.ics file) to your calendar tool. However, the only sure way to ensure that your calendar stays in sync with a Group Calendar is to subscribe. DO NOT RELY ON A .ics FILE in any Groups.io meeting invite as: 1) An ics file creates a static snapshot of the meeting at that point in time. 2) Updates and cancellations do not get propagated via this method. 3) You are guaranteed to have issues with seasonal time changes.

Option 1) Subscribe to an INDIVIDUAL sub-group(mail list) calendar 

• Login to Groups.io for the specific LF AI sub-group (mail list) list you are interested in (ex. tac-general@lists...)

• Click the "Your 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

Option 2) Subscribe to ALL of the Groups.io sub-group(mail list) calendars you are a member of at once

• Login to Groups.io for any LF AI sub-group(mail list)

• Click the "LF AI Foundation" at the top left of the page

• Click the "Your 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

Zoom Bridge Overview

The LF provides some shared use Zoom meeting accounts for the LF AI community. Additional Zoom meeting accounts can be requested but will only be approved based on need, budget availability, and overall as the project scales. These shared Zoom accounts are owned by the LF, but usage and management is ultimately managed by the LF AI community. Please carefully review the following:

• Wherever and whenever possible, Zoom meeting bridges should be distributed across meetings with buffers on either side of the scheduled meeting to avoid conflicts 

• 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, otherwise you will cause conflicts for other scheduled meetings

• DO NOT log into a different meeting using the same Host account, otherwise you will cause conflicts for other scheduled meetings

Zoom Bridge Errors 

• 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

• If you cannot get into your meeting because the host Zoom account is in use: 

  • Send an email to lfai-meetinghosts@lists.lfai.foundation indicating that you are having an issue with a specific Zoom account. Include the Zoom account name you are having an issue with (ex. Zoom1) 

  • The email will be distributed to the complete list of alternate hosts that have Host privileges LF AI Zoom accounts

  • The LF is not responsible for intervening or setting up an emergency bridge in the event of an LF AI Zoom bridge conflict, however will assist if/when possible, to request please see Requesting/Changing/Canceling a Meeting section below 

Requesting / Changing / Canceling a Meeting

Those with prior approval for Alternate Meeting Hosts & Recordings (see below) AND Scheduling/Managing Meetings in Groups Calendars (see below) do not need to follow this process as you have the permissions to manage your own meetings. For all others, to request a new meeting to be set up or to change/cancel an existing meeting:

• A ticket must be created by emailing lfai-meetingrequests@lists.lfai.foundation with the following information included as applicable for the request: 

  • Meeting Name

  • Day/Date

  • Time & Timezone

  • Duration for Meeting

  • Recurring or One-Time Zoom Link 

  • Any additional comments you believe are relevant to your request

  • Note: For Alternate Host & Recording Privileges you must read more below regarding the requirements

Note: A minimum of 2 business days lead time is required to review and complete requests. 

Scheduling/Managing Meetings in Group Calendars

The LF can set up individuals from the community with privileges to schedule and manage meetings in the Acumos AI Group Calendars (managed via the applicable Groups.io sub-group(mail list)) provided the following criteria is met.
Group Calendars Meeting Management Privileges Requirements:

• Privileges are only granted to Chairs/Co-Chairs for Acumos AI TSC and Sub-Committees, PTLs, or Community Coordinators, other must be approved on exception basis

• You must be the designated with the role above on the applicable group wiki page or on the Key Project Facts - Voting Results History page

• You must request privileges by emailing acumosai-meetingrequests@lists.deeplearningfoundation.org and include the applicable Groups.io sub-group(mail list) you'll be coordinating the meeting(s) within

• Once approved you will be added as a moderator for the applicable Groups.io sub-group(mail list) 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 within Groups.io:

• 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 (such as acumosai-tsc@lists... or acumosai-security@lists..., etc.). The sub-groups(mail lists) you belong to will be displayed along with those you have moderator 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 Acumos AI Zoom Link you are using, the meeting links available for shared use are noted below

    • You must be very careful to not overlap Acumos AI Zoom account meetings, you can easily view all the meetings within the Acumos AI TSC Group Calendar via Wiki. 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 (such as acumosai-tsc@lists... or acumosai-security@lists..., etc.)

  • Organizer Phone, is optional

  • Meeting Event Color, this will be the color noted for the Acumos AI Zoom account you are using for the meeting (ex. Acumos Zoom 1 is blue), color designations for each Acumos AI Zoom account are noted below

  • 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

    • Additional Information Requested From Attendees, is optional (such as in person attendance vs via Zoom), this will be asked on the RSVP page

    • Note To Send Attendees, is optional (such as a thank you for the RSVP and a pointer to a wiki page for more information)

  • Reminders, set this up for automatic email reminders to be sent to the applicable mail list regarding the meetings

    • A 1 day before and 10 minutes before reminder is suggested as a standard, 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 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 

Note: Please utilize the table below to assign the applicable Zoom Link and Meeting Event Color to your meeting based on the Zoom account you are using. 

Alternate Meeting Host & Recording Privileges

Recordings cannot occur unless someone registered as a the Zoom Host account is physically connected to the meeting using that account.  The LF can set up individuals from the community with alternate-host credentials provided the following criteria is met.
Alternate Meeting Host & Recording Privileges Requirements:

• Privileges are only granted to TSC Members, Sub-Committee Chairs, PTLs, or Community Coordinators

• You must have and utilize a LastPass account (install the LastPass extension to your browser after your account is set up)

• You must provide the email address associated with your LastPass account to the Linux Foundation by emailing acumosai-meetingrequests@lists.deeplearningfoundation.org

• Recordings should be saved to the alternate-host's computer rather than to the cloud, see detailed instructions below

• The alternate-host has the responsibility for uploading the recording file 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 Acumos AI Meeting Recordings shared Google folder and linked back to the applicable TSC Wiki page. If an applicable meeting recording folder does not exist you may create a new one. (Note: This is an evolving model and updates will follow with a solution that better accommodates those with Google access issues)

• The alternate-host must review and understand the Zoom Overview and Zoom Bridge Errors information outlined above

All approved alternate-hosts will be added to the acumosai-meetinghosts@lists.deeplearningfoundation.org mail list for meeting troubleshooting and questions (see above).

Step-by-Step Guide for Recording Meetings

First Time Only:

1. Open your LastPass account in your browser, and choose open my vault

2. On the left lower part, press the icon with two people

3. Choose "Manage Shared Folders" and approve the one from Akraino

4. 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 Zoom account

Login:

1. Go to https://zoom.us/signin to sign in using the LastPass information associated with your Acumos AI Zoom meeting account, press the marked part to choose from available accounts/passwords:
    

2. Select the Acumos AI Zoom account corresponding to the meeting you want to record and log in using it, the credentials will auto populate:

3. Choose "Meetings" from the menu on the left

4. Find your meeting on the list (usually the top one) and click the "Start" button to launch your meeting

5. 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 

6. Select "Record to this Computer" Note: Due to limited storage space in Zoom accounts, recording link stored in the cloud will expire, thus you must store your recordings locally prior to posting to the wiki

7. You can pause and resume if necessary and the recording will be saved as a contiguous stream

8. Stop the recording when you are finished, it will be saved to your computer when the meeting is officially ended

9. 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)

10. 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

11. 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.

12. DO NOT upload any "audio_only" or "playback" files.

List of Group Calendars Meeting Moderators

Please see above for Group Calendar Meeting Management Privileges Requirements.

List of Alternate-Hosts for Zoom Meetings 

Please see above for Alternate-Host Privilege Requirements. All approved alternate-hosts will be added to the acumosai-meetinghosts@lists.deeplearningfoundation.org mail list for meeting troubleshooting and questions, see above.