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Help for Setting up Meetings and Conference Calls in NWS: Difference between revisions
Help for Setting up Meetings and Conference Calls in NWS (view source)
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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.
[[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.
'''2.''' Copy and paste the '''HTML Text''' (below) into the HTML box and click '''Ok'''.
'''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.
Dial-in Instructions (voice only):▼
'''4.''' For '''Url''' (B), add the Committee's Zoom meeting link with embedded Passcode. That 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 is also located in the Committee’s Zoom account profile under Personal Meeting ID.)
'''5.''' In '''Text to display''', replace '''<Your Committee>''' with your Committee's name (C).
'''6.''' Click '''Ok'''
'''7.''' Replace the one instance of '''pppppppp''' with the Committee’s Zoom meeting passcode (3).
'''8.''' In the '''Description''' dialog box, replace the three instances of '''mmm mmm mmmm''' with the Committee's Zoom meeting ID (2), (4), and (5).
======'''HTML Text'''======
<syntaxhighlight lang="html">
<hr style="height: 2px; border-width: 0; color: gray; background-color: gray;" />
<h2>Web Access Instructions:</h2>
<strong>Zoom Url Link (Includes Passcode):</strong> <a href="uuuuuuuu" target="_blank" rel="noopener">Zoom Link for <Your Committee> Meetings</a><br /><br /><strong>(If Required for manual login)</strong><br /><strong>Meeting ID: mmm mmm mmmm<br />Passcode: pppppppp<br /></strong><br /><strong>Login:</strong> Click on the Zoom link. You may be asked to enter your name. If so, <strong>enter your complete name. </strong>You may also be asked to agree to NENA's Code of Conduct & IPR. You may choose either computer audio or make a separate voice call (below). <br /><br />For Zoom help and tutorials, click here: <a href="https://support.zoom.us/hc/en-us/categories/200101697" target="_blank" rel="noopener">Getting Started – Zoom Help Center</a><br /><hr style="height: 2px; border-width: 0; color: gray; background-color: gray;" />
<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>
▲[[File:Edit Link 2021-03-07 10-22-46.png|alt=Edit Link]]
▲===== 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.
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[[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. Any changes in this section will generate multiple email calendar notices. 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]]
=====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.
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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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Since NENA Workspace will not send out email with Recurring Meeting updates, you should notify participants with links to calendar updates.
==
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.
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