Managing Meetings and Conference Calls in NENA Workspace

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This page shows how to set up, change, and cancel NWS (NENA Workspace) meetings and conference calls. The process also includes automatically registering your group members as RSVP.

Setting up Meetings and Conference Calls in NENA Workspace

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: 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.

Screen Print: Click on Settings

Click on Manage Events.

Screen Print: Click on Manage Events

Click on the Add Event button.

Screen Print: Click on Add Event button.

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.

How to add details

Description

Enter the meeting details. This information should contain all the information needed by an attendee to join the TurboBridge voice bridge as well as the join.me web conference.

This is an example of a recommended format:

Meeting Description Example

To use this format, select HTML in the Description dialog box:

Meeting Setup Select HTML

Then, copy the HTML code below and paste it into the Source Code box where you can edit the text marked in yellow below. Replace the Conference ID (123 456 789) with your real one and the two Join.Me account (groupid) references with your Join.Me ID. Then click Ok.

<p><span style="text-decoration: underline;"><strong>TurboBridge Voice Conferencing</strong></span><br />Primary Dial-in Number: (213) 235-4830<br />Conference ID: 123 456 78 90<br />Other Call Options: <a href="http://www.turbobridge.com/local_toll.html" target="_blank" rel="noopener">USA local numbers</a>, <a href="http://www.turbobridge.com/international.html" target="_blank" rel="noopener">international numbers</a>, <a href="http://www.turbobridge.com/webcall.html" target="_blank" rel="noopener">web access</a>, and <a href="http://www.turbobridge.com/sip_access.html" target="_blank" rel="noopener">SIP access</a> <br />DO NOT USE TOLL-FREE DIAL-IN NUMBERS<br /><br /><span style="text-decoration: underline;"><strong>Join.me Web Conference</strong></span><br /><a href="https://join.me/groupid" target="_blank" rel="noopener">join.me/groupid<br /></a>If the meeting is locked, enter your name and click "knock to join."<br />If the meeting is unlocked, after joining, click on the participants icon and enter your name if it is not already there.</p>

Add Event Source Code

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:

Add Event Date & Time Screen Print

Location

If you're setting up conference calls, select Conference Call in the Location section. Most of our calls will be in the United States.

Important Note: The Dial-in Instructions field only support one line. So , when adding the Dial-in Instructions, type everything on one line.

Add Event Location Section Screen Print

Contact Information

When you click on Insert My Contact Information, check the fields and make sure they are correct:

Screen Print - Insert My Contact Information

Send Invitations

If you want your members to know about the meeting, select Yes here:

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.

Registrations for Existing Meetings

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:

Screen print for "repeating event" icon.

Click on the first event in the Repeating Event Series:

Screen print of Repeating Event Series

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.

Screen print for Manage Roster

In the Registrant Roster box, click on the Manage button, then Add Registrants.

Screen print for Registrant Roster

In the Add Registrants box, select your group:

Screen print of Add Registrants

The Add Registrants box will show a list of community members. Click on the Select and register all community members for this event check box. Then click on the Add button at the bottom of the list:

Screen print for Select Registrants

You should see that the Registrant Roster is now populated with the roster members:

Screen print of populated Registrant Roster

Changing or Cancelling Meetings