Help for Setting up Meetings and Conference Calls in NWS: Difference between revisions

Here is an example of a completed "Add Event" form: [[https://kb.nena.org/wiki/NWS_Add_Event_Sample NWS Add Event Sample]].

=== Adding an Event ===

==== '''To add an event, navigate to your community's home page and click on the Settings button.''' ====

==== Click on '''Manage Events.''' ====

==== Click on the '''Add Event''' button. ====

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

===== Title =====

===== Event Type =====

[[File:Meeting Setup DetailsRSVPConferenCallV2.png|alt=Screen print: How to add details|800x800px]]

===== Description =====

Here is an example of text for a typical recurring Zoom meeting. ToIf you want to use thisa textformat like this, copyconfiguration thesteps textare betweenprovided after the linesexample. into the Description dialog box.

{{Pink Warning Box|Text='''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 thisthese fieldfields emptyas is.'''}}[[File:Optional link 2023-08-23 13-46-19.png|alt=Screen print, Optional link for an external website...]]

===== Date & Time =====

===== Location=====

{{Pink Warning Box|Text='''Warning! Do not enter information in this section.''' Any changes in this section, including removing content or just clicking within a box without making any changes, will generate multiple email calendar notices. Calendar applications assume that this is a physical location.}}[[File:Location 2023-08-23 13-56-59.png|alt=Screen print: Location]]

===== Contact Information =====

=====Send Invitations =====

== Changing Meeting Information ==

<big>{{Pink Warning Box|Text='''Important Note:''' This section assumes that the '''Location''' section in '''NENA Workspace Edit Event''' page will not be changed (it should be empty if the instructions above were followed). If it is changed or '''even if you just click within the box without making any changes''', email notices for each meeting will be sent to registered participants. If changesyou mustneed beto maderemove information in the '''Location''' section, you should consider [https://nenawikikb.nena.org/wiki/Managing_Meetings_and_Conference_Calls_in_NENA_Workspace#Adding_an_Event adding a new Event] and [https://nenawikikb.nena.org/wiki/Managing_Meetings_and_Conference_Calls_in_NENA_Workspace#Canceling_a_Recurring_Meeting_Series canceling]Canceling anda deletingRecurring Meeting Series] for the replacedremaining seriesRecurring Meetings.'''</big>}}

[[File:Repeating event 2020-08-04 12-39-02FutureEventsListV2.png|alt=Screen printPrint: forList "repeatingof event"upcoming icon.meetings in a series to be modified|671x671px]]

[[File:Repeating Event Series 2020-08-04 12-53-59EventSeriesV2.png|alt=Screen printPrint: List of Repeatingall meetings in a series to Eventbe Seriesmodified]]

=== Notifying Participants of a Meeting Change ===

== Canceling aan Individual Meeting ==

Select '''Active/Upcoming Events''' ({{Step|Step=1)}}, '''NENA RSVP Conference Call...''' ({{Step|Step=2)}}, '''Start Date - Earliest''' ({{Step|Step=3)}}, and then '''Apply Filter''' ({{Step|Step=4)}}.

Find the meeting you want to cancel. Click the '''Edit''' Down Arrow ({{Step|Step=5)}}, and '''Cancel Event''' ({{Step|Step=6)}}.

[[File:Cancel Meeting 2021-03-07 11-19-29.png|alt=Cancel Meeting|800x800px]]If you chose the first meeting in a series, you will see this confirmation. Please note that when you delete a series, you may also delete the attendance database history.

[[File:Cancel OKEvent Yes 2021-03-0607 2111-2229-3227.png|alt=Cancel SeriesEvent Yes]]

<big>{{Pink Warning Box|Text='''Important Note:''' CancelingDo '''<u>not</u>''' cancel a recurring NENA Workspace meeting deletesif NWS attendance data from pastprevious meetings andin shouldthat notseries bewere doneheld. forCanceling a seriesrecurring thatNENA containsWorkspace previousmeeting '''deletes NWS attendance data from past meetings.'''</big>}}

Here is how to cancel a recurring NENA Workspace meeting series. before any meetings have been held. This might be necessary when creating a new series to change incorrect meeting information.

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

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