Managing Meetings and Conference Calls in NENA Workspace

This page shows how to set up, change, and cancel NWS (NENA Workspace) meetings and conference calls. The process also includes automatically registering your group members as RSVP.

Setting up Meetings and Conference Calls in NENA Workspace
NENA Development Group meetings and conference calls are scheduled and entered as calendar events in NENA Workspace (NWS). The "Add Event" process places the meeting information on the NWS calendar and sends notification emails to the NWS "Community" members (often an NDG Working Group).

Here is an example of a completed "Add Event" form: NWS Add Event Sample.

Adding an Event
Community administrators can add events for their community.

Title
The Title is a required field and should describe the event. An example of a recurring event title is References Working Group Weekly Conference Call.

Event Type
If the Event Type field didn't auto-populate, choose NENA RSVP Conference Call - Repeating or Single.



Description
Enter the meeting details. This information should contain all the information needed by an attendee to join the TurboBridge voice bridge as well as the join.me web conference.

This is an example of a recommended format:



To use this format, select HTML in the Description dialog box:



Then, copy the HTML code below and paste it into the Source Code box where you can edit the text marked in yellow below. Replace the Conference ID (123 456 789) with your real one and the two Join.Me account (groupid) references with your Join.Me ID. Then click Ok.

Optional link for external websites
Warning! Do NOT fill in the "Optional link for an external website with more details about this event" field as it overwrites other system generated links related to meeting attendance. Please leave this field empty.

Date & Time
For recurring meetings, enter the date, time and repeating event information. Schedule calls for no longer than 24 occurrences. This is a typical example of a weekly recurring call:



Location
If you're setting up conference calls, select Conference Call in the Location section. Most of our calls will be in the United States.

Important Note:   The Dial-in Instructions field only support one line. So, when adding the Dial-in Instructions, type everything on one line.



Contact Information
When you click on Insert My Contact Information, check the fields and make sure they are correct:



Send Invitations
If you want your members to know about the meeting, select Yes here:



Registering Roster Members for Repeating NENA RSVP Conference Calls
Group members must be registered for scheduled meetings so that they receive meeting notices with links to indicate attendance.

Registrations for Existing Meetings
For repeating NENA RSVP Conference calls that were previously scheduled and conducted, the registration process described here must be applied to the first scheduled call, even if it was scheduled in the past. To find the first scheduled call and change the settings, click on the repeating event icon in the Events tab:



Click on the first event in the Repeating Event Series:



Then, follow the instructions below for Registering All Roster Members.

Registering All Roster Members
To register roster members for all scheduled repeating RSVP Conference Calls, on the first event in the sequence, click on down arrow next to the Edit button and then Manage Roster.



In the Registrant Roster box, click on the Manage button, then Add Registrants.



In the Add Registrants box, select your group:



The Add Registrants box will show a list of community members. Click on the Select and register all community members for this event check box. Then click on the Add button at the bottom of the list:



You should see that the Registrant Roster is now populated with the roster members: