Creating a CSA Working group meeting is generally done by the CSA research analysts.
In order to preserve privacy, and support people in unsubscribing from Calendar invites the CSA uses a simple structure of two Google groups for each active working group:
The main working-group-name@ list is for permissions on Google documents and announcements. The working-group-name-calendar@ list is for inviting to meetings, this ensures user privacy (as only the CSA research analysts and other trusted members can see the members of the group), and allows users to easily unsubscribe from invites should they wish to do so, please see the "Leaving a CSA Working Group" support article. Finally the working-group-name-leaders@ is a group the CSA analysts and Co-chairs to facilitate permissions and so on.
Creating a meeting and calendar invite
As the CSA research analyst please use the appropriate calendar, e.g. the "Scheduled Events" calendar (ask email@example.com for access if you already don't have access) or your working group specific calendar (these are listed in the "CSA Initiative Abstract (CIA)" table.
Pick a meeting time and location (e.g. Zoom, Google Meets, Microsoft Teams) and add the working-group-name-calendar@ list to it as the primary invitee. You can also add the working-group-name-leaders@ as needed and additional external people as needed, however it is also worth considering if they should be simply added to the Google group for calendar invites.
Please note that if you create the meeting "natively" in another platform (e.g. Zoom or Teams) it may not be able to use the Google group directly depending on how the platform interacts with it (in other words it might not work reliably, but doing it from within Google will definitively work).
Notifying people of the meeting
If the meeting is created in Google and the working-group-name-calendar@ Google group is invited then everyone in that Google group will be notified.
You can also notify people of public meetings by sending the meeting invite information out manually:
- Slack - posting the meeting data to the appropriate Slack channel on csa-public.slack.com
- Email - manually email out the invite to people/other groups as needed
- Circle - posting the meeting in the appropriate Circle community, usually under the "Events" section
- Others - send as needed through other channels (e.g. social media)
A checklist for creating a meeting invite:
Please use the following checklist when creating meetings:
- Meeting agenda (either directly or linked)
- Ensure meeting permissions are appropriately set
- Modify event - Disabled
- Invite others - Disabled by default, enable if needed
- See guest list - Disabled by default, enable if needed
Zoom/Teams plugins for Google calendar
Please note that Zoom doesn't work with accounts that have Google advanced account protection enabled (several people at the CSA have this enabled).