NENA Knowledge Base

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

Page Discussion

Help for Setting up Meetings and Conference Calls in NWS (view source)

Revision as of 15:13, 14 May 2024

111 bytes added ,  1 month ago
m
MikeVislocky moved page Managing Meetings and Conference Calls in NENA Workspace to Help for Setting up Meetings and Conference Calls in NWS without leaving a redirect: Conform to naming convention.
VisualWikitext
(Updated with changes approved by Ref WG call 9/5/2023)
m (MikeVislocky moved page Managing Meetings and Conference Calls in NENA Workspace to Help for Setting up Meetings and Conference Calls in NWS without leaving a redirect: Conform to naming convention.)
 
(3 intermediate revisions by the same user not shown)
Line 48:
<h2>Dial-in Instructions (voice):</h2>
<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>
</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 Number=A}} . An '''Insert link''' dialog box will open.
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 Number=B}}, add the Committee's Zoom meeting link with embedded Passcode. his 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 URL can be found in the Committee’s Zoom account:
 
*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 Number=C}}.
 
'''6.''' Click '''Ok'''
 
'''7.''' Replace the one instance of '''pppppppp''' with the Committee’s Zoom meeting passcode {{Step|Step Number=3}}.
 
'''8.''' Replace the three instances of '''mmm mmm mmmm''' with the Committee's Zoom meeting ID {{Step|Step Number=2}}, {{Step|Step Number=4}}, and {{Step|Step Number=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 these fields as is.'''}}[[File:Optional link 2023-08-23 13-46-19.png|alt=Screen print, Optional link for an external website...]]
[[Managing Meetings and Conference Calls in NENA Workspace#Notifying Participants]]
[[File:Optional link 2023-08-23 13-46-19.png|alt=Screen print, Optional link for an external website...]]
 
===== Date & Time =====
Line 86 ⟶ 87:
 
[[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==
Line 123 ⟶ 126:
 
== Changing Meeting Information ==
{{Pink Warning Box|Text=<big>'''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 you need to remove information in the '''Location''' section, consider [https://kb.nena.org/wiki/Managing_Meetings_and_Conference_Calls_in_NENA_Workspace#Adding_an_Event adding a new Event] and [https://kb.nena.org/wiki/Managing_Meetings_and_Conference_Calls_in_NENA_Workspace#Canceling_a_Recurring_Meeting_Series Canceling a Recurring Meeting Series] for the remaining Recurring Meetings.'''</big>}}
This sections describes how to change Meeting Information in all remaining Recurring Meetings.
 
Line 144 ⟶ 147:
[[File:ChangeEventTimeV3.png|alt=Screen Print: Modifying the start time of an existing meeting series]]
 
{{Pink Warning Box|Text=<big>'''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.</big>}}
 
[[File:Invite all community members when saved 2023-08-23 14-03-44.png|alt=Screen print: Invite all community members when saved]]
Line 158 ⟶ 161:
[[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.
 
==Canceling an Individual Meeting==
{{Pink Warning Box|Text=<big>'''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.</big>}}
Individual meetings in a recurring series may have to be canceled. Here is how to cancel an individual meeting.
 
Line 175 ⟶ 178:
[[File:Manage Events 2020-08-10 13-19-35.png|alt=Screen Print: Click on Manage Events]]
 
Select '''Active/Upcoming Events''' {{Step|Step Number=1}}, '''NENA RSVP Conference Call...''' {{Step|Step Number=2}}, '''Start Date - Earliest''' {{Step|Step Number=3}}, and then '''Apply Filter''' {{Step|Step Number=4}}.
 
Find the meeting you want to cancel. Click the '''Edit''' Down Arrow {{Step|Step Number=5}}, and '''Cancel Event''' {{Step|Step Number=6}}.
 
[[File:Cancel Meeting 2021-03-07 11-19-29.png|alt=Cancel Meeting|800x800px]]
Line 192 ⟶ 195:
 
==Canceling a Recurring Meeting Series==
{{Pink Warning Box|Text=<big>'''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 '''deletes NWS attendance data from past meetings.'''</big>}}
 
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.
Line 207 ⟶ 210:
[[File:Manage Events 2020-08-10 13-19-35.png|alt=Screen Print: Click on Manage Events]]
 
Select '''Past Events''' {{Step|Step Number=1}}, '''NENA RSVP Conference Call...''' {{Step|Step Number=2}}, '''Start Date - Earliest''' {{Step|Step Number=3}}, and then '''Apply Filter''' {{Step|Step Number=4}}.
 
Find the <u>first meeting</u> of the series you want to cancel. Click the '''Edit''' Down Arrow {{Step|Step Number=5}}, and '''Cancel Event''' {{Step|Step Number=6}}.
 
[[File:Cancel Events Series 2021-03-06 21-21-53.png|alt=Cancel Events Series|800x800px]]
Retrieved from "https://kb.nena.org/wiki/Special:MobileDiff/6677...7433"