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

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== Setting up Meetings and Conference Calls in NENA Workspace ==
{{Pink Warning Box|Text='''Be sure to read highlighted warnings throughout.'''}}
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: [[https://kb.nena.org/wiki/NWS_Add_Event_Sample 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 DetailsRSVPConferenCallV2.png|alt=Screen print: 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.
 
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[[File:Meeting Info Example 2021-03-23 9-43-58.png|alt=Meeting Info Example]]
====== How to configure NWS Meeting Information with this format: ======
 
'''1.''' In the '''Description''' dialog box, select '''HTML'''. An HTML '''Source code''' editing box will open.
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'''2.''' Delete any code in the '''Source code''' editing box, then copy and paste the '''HTML Text''' (below) into the '''Source code''' box and click '''Ok'''.
 
======'''HTML Text'''<syntaxhighlight lang="html">=====
<syntaxhighlight lang="html">
<hr style="height: 2px; border-width: 0; color: gray; background-color: gray;" />
<h2>Web Access Instructions:</h2>
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<strong>Meeting ID: mmm mmm mmmm</strong><br /><br /><strong>United States access phone numbers:</strong><br /><a href="tel:+16465588656" class="number_link" target="_blank" rel="noopener">+1 646 558 8656 (New York)</a><br /><a href="tel:+13017158592" class="number_link" target="_blank" rel="noopener">+1 301 715 8592 (Washington DC)</a><br /><a href="tel:+13126266799" class="number_link" target="_blank" rel="noopener">+1 312 626 6799 (Chicago)</a><br /><a href="tel:+16699009128" class="number_link" target="_blank" rel="noopener">+1 669 900 9128 (San Jose)</a><br /><a href="tel:+12532158782" class="number_link" target="_blank" rel="noopener">+1 253 215 8782 (Tacoma)</a><br /><a href="tel:+13462487799" class="number_link" target="_blank" rel="noopener">+1 346 248 7799 (Houston)</a><br /><br /><strong>Canada access phone numbers:</strong><br /><a href="tel:+17789072071" class="number_link" target="_blank" rel="noopener">+1 778 907 2071</a><br /><a href="tel:+12042727920" class="number_link" target="_blank" rel="noopener">+1 204 272 7920</a><br /><a href="tel:+14388097799" class="number_link" target="_blank" rel="noopener">+1 438 809 7799</a><br /><a href="tel:+15873281099" class="number_link" target="_blank" rel="noopener">+1 587 328 1099</a><br /><a href="tel:+16473744685" class="number_link" target="_blank" rel="noopener">+1 647 374 4685</a><br /><a href="tel:+16475580588" class="number_link" target="_blank" rel="noopener">+1 647 558 0588</a><br /><br />Numbers for other locations and countries: <a href="https://nena-org.zoom.us/u/kbcG6nTQC4" target="_blank" rel="noopener">https://nena-org.zoom.us/u/kbcG6nTQC4</a><br /><br />After connection to the selected number, when prompted, enter the <strong>Meeting ID (mmm mmm mmmm)</strong> <strong>and #.</strong> When prompted for <strong>Participant ID, press #</strong>. Use <strong>*6</strong> to mute and unmute your line. <br /><br /><strong>Please identify yourself and your phone number to a host so that they can change your phone number to your name.</strong>
</syntaxhighlight>
'''3.''' To edit the Zoom Url Link, select '''Zoom Link for <Your Committee> Meetings''' text and click the '''Insert/edit link''' tool {{Step|Step=A}}.
 
'''3.''' To edit the Zoom Url Link, select '''Zoom Link for <Your Committee> Meetings''' text and click the '''Insert/edit link''' tool (A). An '''Insert link''' dialog box will open.
 
[[File:Edit Zoom Link 2021-03-23 9-52-02.png|alt=Edit Zoom Link|513x513px]]
 
'''4.''' For '''Url''' ({{Step|Step=B)}}, add the Committee's Zoom meeting link with embedded Passcode. Thathis link is generated by Zoom when the Passcode is configured and is in this form: '''<nowiki>https://nena-org.zoom.us/j/mmmmmmmmmm?pwd=zzzzzzzzzzzzzzzzzzzzzzzzzzzzzzzz</nowiki>.''' (The embedded Passcode UrlURL iscan alsobe locatedfound in the Committee’s Zoom account profile under Personal Meeting ID.):
 
*Sign into https://zoom.us/
*Under the '''Meetings''' page, go to the '''Personal Room''' tab where you will find the '''Invite Link''' URL (click the overlapping squares following the URL to copy the link), the '''Meeting ID''', and the '''Security Passcode''' (select '''Show''' to display the Passcode).
 
'''5.''' In '''Text to display''', replace '''<Your Committee>''' with your Committee's name ({{Step|Step=C)}}.
 
'''6.''' Click '''Ok'''
 
'''7.''' Replace the threeone instancesinstance of '''mmm mmm mmmmpppppppp''' with the Committee'sCommittee’s Zoom meeting ID (2), (4), andpasscode (5){{Step|Step=3}}.
 
'''8.''' Replace the onethree instanceinstances of '''ppppppppmmm mmm mmmm''' with the Committee’sCommittee's Zoom meeting passcodeID {{Step|Step=2}}, {{Step|Step=4}}, and (3){{Step|Step=5}}.
 
====== Optional link for external websites======
{{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 =====
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:
 
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=====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 =====
When you click on '''Insert My Contact Information''', check the fields and make sure they are correct:
 
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[[File:Send Invitations 2020-06-19 8-36-16.png|alt=Screen Print: Send Invitations]]
 
Click on '''Save''' to create the event and notify the members of the new meeting series.
 
==Registering Roster Members for Repeating NENA RSVP Conference Calls==
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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'''.
 
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[[File:Registrant Roster Populated 2020-08-03 14-15-55.png|alt=Screen print of populated Registrant Roster|800x800px]]
 
== 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 cancelingCanceling a Recurring Meeting Series] for the remaining Recurring Meetings.'''</big>}}
This sections describes how to change Meeting Information in all remaining Recurring Meetings. ▼
 
inIn 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. ▼
▲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 12-39-02FutureEventsListV2.png|alt=Screen printPrint: forList "repeatingof event"upcoming icon.meetings in a series to be modified|671x671px]]
 
Click on the first event in the '''Repeating Event Series.''' It should be in the past.
 
[[File:Repeating Event Series 2020-08-04 12-53-59EventSeriesV2.png|alt=Screen printPrint: List of Repeatingall meetings in a series to Eventbe Seriesmodified]]
 
Click '''Edit''' (not the dropdown arrow). In this example, a series that previously used TurboBridge and join.me will be changedupdated to usechange the meeting Zoomtime.
 
[[File:Edit first meeting 20212023-0308-0608 1117-0221-1019 blurred.png|alt=EditScreen Print: First Meetingmeeting in a series to be modified.|800x800px]]
 
In the Edit Event dialog box, change the meeting information. Note Manythat many fields <u>cannot</u> be changed. In this example, the Description and Locationstart sectionstime wereis changed.
 
[[File:ChangeEventTimeV3.png|alt=Screen Print: Modifying the start time of an existing meeting series]]
 
{{Pink Warning Box|Text='''Warning!''' Leave '''Invite all community members when saved''' set to "'''No'''." If you change it to "Yes," it will email an updated individual meeting appointment to all Working Group members for EVERY future meeting through the end of the meeting series. Please follow the '''Notifying Participants''' instructions below for alerting Working Members about any changes in a meeting series.}}
 
[[File:Invite all community members when saved 2023-08-23 14-03-44.png|alt=Screen print: Invite all community members when saved]]
 
When edits are completed, click on '''Save & update all events in this series'''.
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[[File:Save Event Series OK 2021-03-06 11-25-32.png|alt=Save Event Series]]
 
=== Notifying Participants of a Meeting Change ===
Since NENA Workspace will will email an updated individual meeting appointment to all Working Group members for EVERY future meeting through the end of a recurring meeting series, you should leave the '''Invite all community members when saved''' set to "'''No'''" and notify participants of the change to the meeting series through the Discussion list. Provide a link to the very first meeting of the meeting series and remind participants that they need to select the '''Download to Your Calendar''' button in order to download the updated meeting series.
Since NENA Workspace will not send out email with Recurring Meeting updates, you should notify participants with links to calendar updates.
 
==Canceling aan Individual Meeting==
{{Pink Warning Box|Text='''Important Note:''' This section describes how to cancel a '''single''' meeting. See the [https://kb.nena.org/wiki/Managing_Meetings_and_Conference_Calls_in_NENA_Workspace#Canceling_a_Recurring_Meeting_Series Canceling a Recurring Meeting Series] section below for how to cancel a meeting series.}}
Individual meetings in a recurring series may have to be canceled. If all of the remaining meetings in a series have to be canceled when replaced by a new updated Recurring Meeting Series, future meetings should be canceled one at a time.▼
Individual meetings in a recurring series may have to be canceled. Here is how to cancel an individual meeting.
 
Here is how to cancel an individual meeting.
 
Select the meeting you want to cancel. There are several ways to do that. One easy way is to double-click on the NWS Home page calendar. Another way is to select meetings from a list of future schedule meetings:
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[[File:Manage Events 2020-08-10 13-19-35.png|alt=Screen Print: Click on Manage Events]]
 
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]]
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[[File:Cancel OK 2021-03-06 21-22-32.png|alt=Cancel Series Yes]]
 
==Canceling a Recurring Meeting Series==
<big>{{Pink Warning Box|Text='''Important Note:''' Do '''<u>not</u>''' cancel a recurring NENA Workspace meeting if previous meetings in that series were held. Canceling a recurring NENA Workspace meeting '''</big>deletes NWS attendance data from past meetings.'''}}
 
▲Individual meetings in a recurring series may have to be canceled. If all of the remaining meetings in a series have to be canceled when replaced by a new updated Recurring Meeting Series, '''future meetings should be canceled one at a time'''. See '''Canceling an Individual Meeting''' section above.
<big>'''Canceling a recurring NENA Workspace meeting 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 (before any meetings have been held) to change incorrect meeting information.
 
'''Navigate to your community's home page and click on the Settings button.'''
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[[File:Manage Events 2020-08-10 13-19-35.png|alt=Screen Print: Click on Manage Events]]
 
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)}}.
 
[[File:Cancel Events Series 2021-03-06 21-21-53.png|alt=Cancel Events Series|800x800px]]
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[[File:Cancel OK 2021-03-06 21-22-32.png|alt=Cancel Series Yes]]
[[Category:Guide]]
[[Category:NENA Workspace]]
[[Category:Forms Help]]
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