Scheduling a Meeting

You can use this feature to schedule a future meeting or a past meeting to record attendance in the PCC meeting management tool.

1. Log in to PCC.

2. Search for the required project.

3. Navigate to the Collaboration > Meetings tab on the left sidebar.

4. On the Meetings page, click Add Meeting.

1. On the next page, you can either schedule a future meeting or click the Past Meeting toggle button to add a past meeting.

2. Update the following details on the Schedule Meeting page:

Remember:

1. Enter a descriptive title for your meeting.

2. Select the meetings time and time zone.

3. Select the meeting recurrence if your meeting repeats.

4. You must select the correct meeting type to track attendance accurately, as it ensures correct reporting in the health metrics. Select Board only for official board meetings.

5. Provide a detailed meeting description so the meeting attendees have a clear agenda for the meeting.

Meeting Types

• None Select if your meeting doesn’t fit into any specific open source category.

• Legal Choose this for discussions about open source licensing, contributor agreements, policies, or any legal matters affecting your project or foundation.

• Board For meetings involving the foundation’s board members or leadership, such as governance discussions, strategic planning, or key decision-making.

• Maintainer For maintainers coordinating the direction of an open source project. Use for meetings about code review, managing pull requests, release planning, or handling community contributions.

• Marketing Select meetings focused on promoting open source projects or community initiatives, such as outreach, branding, communication strategies, or community engagement.

• Technical Use it for in-depth technical discussions, such as architecture reviews, infrastructure planning, development sprints, issue triage, or technical problem-solving in your project.

• Others For community meetings or activities that support the open source foundation or projects, but don’t fit the above categories.

Add meeting participants

1. You have the following three options to add participants to your meeting:

   1. Guests: Add the name, email address, and other details of the participant, then click Add Meeting Participant button.

   2. Committees: Click the Committees tab and select the required committees from the drop-down that you want to invite for the meeting. You can invite more than one committee.

   3. Mailing Lists: When choosing a mailing list, members are imported a single time as individual participants. Continuous synchronization is not available as members are added, updated, or removed from the list. You can choose more than one mailing list to add to the meeting.

   4. Meeting Participant Import: The platform now supports bulk importing participant lists that allows for more than the current 200 participant limit, significantly reducing administrative overhead for large meetings and events. Use the Import CSV button

Adding Participants

• You can also add yourself to the meeting by clicking + Add yourself to the meeting. You can remove the participant by clicking the delete icon.

• When scheduling a non-recurring meeting, select Does Not Repeat while updating the meeting frequency.

• A recurring meeting is indicated with icon.

Additional Settings

1. Before scheduling the meeting, Toggle ON these additional meeting settings:

   1. Show in Public Calendar: Toggle ON to list this meeting on your organization’s public calendar so everyone can see it.

   2. Restrict to invited users: Allow only the users you invite to join the meeting, ensuring privacy and limiting attendance to selected participants. Only invited users can join the meeting. If the meeting is listed on the Public Calendar, users must contact someone with PCC access to be added.

   3. Let users join early: Allow participants to enter the meeting room before the scheduled start time, which can help them test their connection or get settled. Default joining time is 10 minutes early.

   4. Record this meeting: Automatically record the meeting so you or others can review it later or share it with those who couldn’t attend. Automatically record the meeting when it starts. The video link will appear in PCC, the Individual Dashboard, and/or the Public Calendar based on your visibility settings below.

      1. When you enable this option, you can :

         1. Create the transcript from the Zoom recordings. It will have the same visibility settings as the recordings (refer to point g).

         2. Upload the meeting recordings to YouTube.

   5. Enable Zoom AI: Use Zoom’s AI features, such as live transcriptions or summaries, to enhance the meeting experience and capture important points.

      1. Review the AI summary before publishing: Check and edit the AI-generated summary before sharing it with participants to ensure accuracy and relevance. Please note: Recordings shorter than 5 minutes (typically under 10MB) will be discarded to avoid uploading empty meetings. Upload to YouTube typically begins about 30 minutes after the meeting ends, following processing time by Zoom and PCC. A notification email will be sent to the Youtube Manager approximately one hour after the meeting concludes.

   6. Where should users see the link(s) to the AI summary? Choose where participants can access the AI meeting summary—either only in the PCC tool or both in PCC and their Individual dashboard.

   

Host Keys

• In the Meeting list, the Host Key field will be blank until the meeting is less than one hour from its scheduled start time.

• Once the meeting is less than one hour away, the Host Key will appear in the Host Key row for that meeting.

• You can then view or copy the Host Key to enter it in Zoom and claim the host for your meeting.

• Note: The Host Key is valid only for the upcoming meeting.

Host Key

The Host Key appears as a masked key when the meeting is within one hour of the scheduled time. You can click the icon to see the host copy and click the icon to copy the host key.

Host Key