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How to create and configure meetings

In OpenTelemetry we are using the LFX Project Control Center Zoom accounts.

We also currently own five legacy identical Zoom accounts that we are migrating away from, see issue #3548.

Every meeting must contain a link to the meeting notes. The meeting notes document must be shared with write or commenting permissions. If giving edit permissions to everyone, go into the document share settings and uncheck "Editors can change permissions and share".

All meetings should invite a publicly joinable google group calendar-...@opentelemetry.io which is specific to the meeting series and also the global calendar-all@opentelemetry.io. This way anyone who wants to receive up-to-date invites can join one of those groups (see Inviting attendees below).

(Deprecated) Legacy Zoom account configuration

All legacy Zoom rooms are configured the same way. Some notes on meetings configuration:

  • The host is not required to join the meeting. Anybody can join the meeting.
  • There is no time limit on the length of the meeting. Please make sure nobody is using this room for another meeting on the calendar when meeting is going long over time.
  • Auto-recording is enabled for all meetings. Recordings of meetings held on the legacy Zoom accounts are not on the LFX meetings page, see how meeting recordings work.

Steps

To create or edit a meeting, you need to have access to the Public OpenTelemetry calendar (a shared Google calendar) and you must add a Zoom meeting link.

Gaining Calendar Permissions

All SIG maintainers can get access to edit the public OpenTelemetry calendar by submitting a request to join the google group calendar-edit-permission@opentelemetry.io. If your identity is not recognizable from the e-mail you are using to request joining the group, please request to be added to this Google Group by creating an issue in this repository.

Please keep the membership of this group up to date and accurate.

Create the meeting

⚠️ The meeting must initially be created by the admin@opentelemetry.io account, otherwise synchronization to external calendars via the calendar-*@opentelemetry.io groups may not work.

The following details need to be set properly:

  • Title
  • Timeslot, using one of the following timezones:
    • Pacific Time (PT), with Daylight Saving Time.
    • UTC+8, without Daylight Saving Time.
  • Recurrence pattern (usually weekly or bi-weekly)
  • Location (see below for the Zoom links)
  • Description
    • A brief description on the scope of the meeting
    • A link to the meeting notes
      • The meeting notes should be owned by the shared Governance Committee Google account. Having a document created can be requested from the GC via opening an issue in this repository. The document permissions should be set so that anyone with the link can edit. Under advanced permissions, "Editors can change permissions and share" should be unchecked.
  • Invited attendees (see below)
  • Guest permissions:
    • Modify event: no
    • Invite others: no
    • See guest list: no (this is important so that notifications aren't sent every time someone accepts / declines a meeting)

Adding a Zoom link to a meeting

Open an issue in the community repository, requesting a new Zoom link. By requesting a new Zoom link that is only associated with a single meeting series, the meeting recordings can be associated with a meeting name. The Zoom link will be created in one of the 5 OpenTelemetry Zoom account. A single Zoom account should not be used for back-to-back meetings or for more than two meetings at the same time. You can see which Zoom account any potentially conflicting meetings are using in the meeting descriptions. (Note: posting the URLs publicly on GitHub leads to Zoom bombing by random bots).

LFPCC Zoom meeting configuration

This is the process that the person responding to Zoom link creation issues will follow. The instructions under this heading are for Governance Committee members or Technical Committee members who have access to the Project Control Center admin console.

To create a new Zoom meeting on the Project Control Center, follow these instructions:

  1. Log into https://openprofile.dev/ with your Github account
  2. Click on the top right on Tools and click on "Project Control Center"
  3. On the left-hand column, click on "Collaboration", then "Meetings", then "Add Meeting"
  4. Fill in the meeting details and make sure to select the following options:
    • Select "Show in Public Calendar" if it makes sense
    • Deselect "Restrict to invited users"
    • Select "Auto-record from meeting start + generate transcript"
    • Leave participants list empty
  5. On the "Meetings" page, click on a day where the meeting is, click on the three dots button -> "Share meeting" to get the meeting link

(Deprecated) Legacy Zoom link generation process

This is the legacy process that the person responding to Zoom link creation issues used to follow.This should be deleted after we have moved entirely off of the project's Zoom accounts.

  1. View the OpenTelemetry meeting calendar, and find your desired time slot, along with the meetings that occur immediately before, during, and after it.
  2. See which OpenTelemetry Zoom accounts are being used for the meetings immediately before, during, and after your desired time. The Zoom account name / number is typically listed in the description of each meeting; if it isn't, you can join a meeting (even if it isn't occurring now), click on the green shield icon in the top left, and see the account name / number in the 'host' field.
  3. Choose a Zoom account that isn't already being used for one of the meetings immediately before, during, or after your desired time slot. You may also choose a Zoom account that is being used exactly once immediately before, during, or after (we can run a maximum of two concurrent meetings with each account).
  4. Log into that Zoom account, click "Schedule a meeting"
  5. Copy the newly generated unique Zoom link and paste it into the calendar event's description and location.

Inviting attendees

All meetings should invite a publicly joinable google group calendar-...@opentelemetry.io which is specific to the meeting series. The google group should be set up as follows:

  • Who can search for group: Anyone on the web
  • Who can join group: Anyone can join
  • Who can view conversations: Group members
  • Who can post: Group members
  • Who can view members: Group managers

And set admin@opentelemetry.io's own subscription to "No email" under the membership settings for that google group.

This allows anyone to subscribe to this specific meeting series by joining that google group. Please open a community issue to request the creation of a calendar-...@opentelemetry.io google group.

Update SIG meeting information

See Updating SIG information to update the SIG overview and SIG details pages.

Zoom abuse prevention

To remove a participant from a meeting, you will need access to a host key. Host keys are managed by LFPCC and are randomized. You can request a host key from an OpenTelemetry GC member. Maintainers may also request to be added as meeting managers for their SIG meeting(s), which gives them access to the host key. Instructions on how to get the host key or give access to it to a specific person are available on this video.

Once you have a host key, follow these steps:

  1. Follow the instructions to claim host in Zoom Rooms using the host key.
  2. Remove participants behaving poorly.
  3. Report misconduct to the Governance Committee. Include meeting date/time, name, Zoom ID, and short description of what happened.