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

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.

 

Join the meeting using the Zoom Client or Browser (Preferred. Includes screen sharing, video):

 

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

 

 

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

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

 

 

 

 

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]]

 

'''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.

 

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]]

 

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

 

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]]

 

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]]

 

Group members must be registered for scheduled meetings so that they receive meeting notices with links to indicate attendance.

 

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:

 

Then, follow the instructions below for '''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:Registrant Roster Populated 2020-08-03 14-15-55.png|alt=Screen print of populated Registrant Roster|800x800px]]

 

<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>

 

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

 

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

 

<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>