View source for Help for Setting up Meetings and Conference Calls in NWS

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.  

==== '''To add an event, navigate to your community's home page and click on the Settings button.''' ====
[[File:Settings 2020-08-10 13-17-10.png|alt=Screen Print: Click on Settings]]

==== Click on '''Manage Events.''' ====
[[File:Manage Events 2020-08-10 13-19-35.png|alt=Screen Print: Click on Manage Events]]

==== Click on the '''Add Event''' button. ====
[[File:Add Event 2020-08-10 15-05-21.png|alt=Screen Print: Click on Add Event button.|800x800px]]

==== Complete the elements in the Add Event dialog box ====

===== 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'''.

[[File:Meeting Setup Details.png|alt=How to add details|800x800px]]

===== Description =====
Enter the meeting details.  This information should contain all the information needed by an attendee to join the Zoom session, from either a web client (preferred) or from a phone.

Here is an example of text for a typical recurring Zoom meeting:<syntaxhighlight lang="text">
Join the meeting using the Zoom Client or Browser (Preferred. Includes screen sharing, video):

Url: https://nena-org.zoom.us/j/nnnnnnnnn
Login: Click on the Zoom link, enter your complete name, and agree to the Code of Conduct & IPR.  You may choose either computer audio or make a separate voice call (below).  You will be placed in the waiting room until a meeting host admits you to the Zoom session.

For Zoom help and tutorials, click here: Getting Started – Zoom Help Center

Dial-in Instructions (voice only):

Meeting ID: nnn nnn nnnn

United States access phone numbers:
+1 301 715 8592 US (Washington DC)
+1 312 626 6799 US (Chicago)
+1 646 558 8656 US (New York)
+1 253 215 8782 US (Tacoma)
+1 346 248 7799 US (Houston)
+1 669 900 9128 US (San Jose)

Numbers for other locations and countries: https://nena-org.zoom.us/u/kbcG6nTQC4

After connection to the selected number, when prompted, enter the Meeting ID (nnn nnn nnnn) and #. When prompted for Participant ID, press #. You will be placed in the waiting room and you will hear annoying music until admitted to the session by a meeting host. Use *6 to mute and unmute your line.  Identify yourself to a host so that they can add your name to the participant's list.
</syntaxhighlight>Join the meeting using the Zoom Client or Browser (Preferred. Includes screen sharing, video):

Url: <nowiki>https://nena-org.zoom.us/j/nnnnnnnnn</nowiki>

Login: Click on the Zoom link, enter your complete name, and agree to the Code of Conduct & IPR.  You may choose either computer audio or make a separate voice call (below).  You will be placed in the waiting room until a meeting host admits you to the Zoom session.

For Zoom help and tutorials, click here: Getting Started – Zoom Help Center

Dial-in Instructions (voice only):

Meeting ID: nnn nnn nnnn

United States access phone numbers:

+1 301 715 8592 US (Washington DC)

+1 312 626 6799 US (Chicago)

+1 646 558 8656 US (New York)

+1 253 215 8782 US (Tacoma)

+1 346 248 7799 US (Houston)

+1 669 900 9128 US (San Jose)

Numbers for other locations and countries: <nowiki>https://nena-org.zoom.us/u/kbcG6nTQC4</nowiki>

After connection to the selected number, when prompted, enter the Meeting ID (nnn nnn nnnn) and #. When prompted for Participant ID, press #. You will be placed in the waiting room and you will hear annoying music until admitted to the session by a meeting host. Use *6 to mute and unmute your line.  Identify yourself to a host so that they can add your name to the participant's list.


You may copy this text into the Description dialog box.  After it is copied, you should:

* Replace  nnn nnn nnnn and nnnnnnnnnn with your assigned Meeting ID number.
* Check to see that the two URLs in the text are configured as links.

You may also want to change some of the text formatting as shown in this example:

[[File:Description 2021-03-06 17-15-53.png|alt=Description]]

===== 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:

[[File:Add Event Date and Time 2020-06-16 14-40-28.png|alt=Add Event Date & Time Screen Print]]

===== Location =====
Do not enter information in this section.  Calendar applications assume that this is a physical location.  

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

[[File:Insert My Contact Information 2020-06-19 8-29-47.png|alt=Screen Print - Insert My Contact Information]]

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

[[File:Send Invitations 2020-06-19 8-36-16.png|alt=Screen Print: Send Invitations]]

== 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:

[[File:Repeating event 2020-08-04 12-39-02.png|alt=Screen print for "repeating event" icon.]]

Click on the first event in the '''Repeating Event Series''':

[[File:Repeating Event Series 2020-08-04 12-53-59.png|alt=Screen print of 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'''.

[[File:Manage Roster 2020-08-03 14-05-11.png|alt=Screen print for Manage Roster]]

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

[[File:Registrant Roster 2020-08-03 14-08-18.png|alt=Screen print for Registrant Roster|800x800px]]

In the '''Add Registrant'''s box, select your group:

[[File:Add Registrants 2020-08-03 14-09-49.png|alt=Screen print of Add Registrants]]

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:

[[File:Select Registrants 2020-08-03 14-13-33.png|alt=Screen print for Select Registrants]]

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

[[File:Registrant Roster Populated 2020-08-03 14-15-55.png|alt=Screen print of populated Registrant Roster|800x800px]]

== Changing Meeting Information ==
<big>'''Important Note: This section assumes that the Location section in NENA Workspace Edit Event page will not be changed.  If it is changed, email notices for each meeting will be sent to registered participants.  If changes must be made in the Location section, you should consider [https://nenawiki.org/wiki/Managing_Meetings_and_Conference_Calls_in_NENA_Workspace#Adding_an_Event adding a new Event] and [https://nenawiki.org/wiki/Managing_Meetings_and_Conference_Calls_in_NENA_Workspace#Canceling_a_Recurring_Meeting_Series canceling] and deleting the replaced series.'''</big>

This sections describes how to change Meeting Information in all remaining Recurring Meetings.

in NENA Workspace, navigate to your group's home page and select the Events tab.  It will show you a list of future scheduled recurring meetings.  

For repeating NENA RSVP Conference calls that were previously scheduled and conducted, the changing information for future meetings described here <u>must be applied to the first scheduled call in a recurring series, even if it was scheduled in the past</u>.  To find the first scheduled call and change the settings, click on the '''repeating event''' icon in the Events tab:

[[File:Repeating event 2020-08-04 12-39-02.png|alt=Screen print for "repeating event" icon.]]

Click on the first event in the '''Repeating Event Series.'''  It should be in the past.

[[File:Repeating Event Series 2020-08-04 12-53-59.png|alt=Screen print of Repeating Event Series]]

Click '''Edit'''.  In this example, a series that previously used TurboBridge and join.me will be changed to use Zoom.

[[File:Edit first meeting 2021-03-06 11-02-10.png|alt=Edit First Meeting|800x800px]]

In the Edit Event dialog box, change meeting information.  Many fields cannot be changed.  In this example, the Description and Location sections were changed.

When edits are completed, click on '''Save & update all events in this series'''.

[[File:Save and Update 2021-03-06 11-38-23.png|alt=Save & Update]]


Click on '''OK'''.

[[File:Save Event Series OK 2021-03-06 11-25-32.png|alt=Save Event Series]]

=== Notifying Participants ===
Since NENA Workspace will not send out email with Recurring Meeting updates, you should notify participants with links to calendar updates.

== Canceling a Recurring Meeting Series ==
<big>'''Important Note:  Canceling a recurring NENA Workspace meeting deletes NWS attendance data from past meetings and should not be done for a series that contains previous attendance data.'''</big>

Here is how to cancel a recurring NENA Workspace meeting series.  This might be necessary when creating a new series to change meeting information.

'''Navigate to your community's home page and click on the Settings button.'''

[[File:Settings 2020-08-10 13-17-10.png|alt=Screen Print: Click on Settings]]

Click on '''Manage Events.'''

[[File:Manage Events 2020-08-10 13-19-35.png|alt=Screen Print: Click on Manage Events]]

Select '''Past Events''' (1), '''NENA RSVP Conference Call...''' (2), '''Start Date - Earliest''' (3), and then '''Apply Filter''' (4).

Find the <u>first meeting</u> of the series you want to cancel.  Click the '''Edit''' Down Arrow (5), and '''Cancel Event''' (6).

[[File:Cancel Events Series 2021-03-06 21-21-53.png|alt=Cancel Events Series|800x800px]]

Click '''Yes''' in the Cancel Series box.

[[File:Cancel OK 2021-03-06 21-22-32.png|alt=Cancel Series Yes]]