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Collaboration services allow you to set up IT infrastructure needed for your project. Various collaboration services that are provided by The Linux Foundation are as follows:
After adding the committee, you can assign members who will handle their respective responsibilities. To add a member, follow these steps:
You will see a list of all committees on the Committee Overview page.
Use the search function or scroll to find the specific committee you want to add members to.
Click the committee from the list.
On the next page, click + Add Member.
Search for the member by providing their name or email on the Add Committee Member dialog box.
On the next page, fill out all the required details and click Add Member to Committee button.
After adding a first member to a committee, if you want to add another member, you need to click the Committee and then click Add Member to add additional members to the committee.
If a member has a verified LFID, icon is displayed.
If a member LFID is pending verification, icon is displayed.
If a member does not have an LFID, icon is displayed.
CCommittees are a great way to connect community members who have shared interests. There are common committees like governing boards and technical oversight committees, but you can also create committees for special interest groups (SIGs) or working groups to tackle specific concerns for your project community. You can add and update committee information related to the project, such as name, mailing list, committee website, permissions, and description.
To add a committee for a project, follow these:
Select the project from the drop-down and click the Collaboration > Committees tab.
Click the Add Committee
Enter the following details on the Create Committee page, and click Save to create a committee.
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Field
Action
Committee Name
Enter the name of your committee. This is a required field.
Description
Describe the committee.
Add a committee description, outlining its purpose, goals, and other relevant information.
Type
Select the type of committee from the dropdown menu. This could be a governing board, technical oversight committee, SIG, or another type. This is also a required field.
Public Committee Name
When enabled, the public committee name will be visible to the public for LFX tools like the public meeting calendar.
Enable Voting
If your committee will require voting, check the "Enable voting" checkbox. This option may be useful for decision-making processes within the committee.
Add Members
Search for Members: Use the search bar to find and add members to your committee. You can search by name or email.
Mailing Lists: Alternatively, you can add members from existing mailing lists.
Manage Members: After adding members, they will appear in the list below with their name, job title, company, and email. You can manage their membership from here.
Once you have filled in all necessary details and added members, click the Save button at the top right corner of the page to create your committee.
Committee Documentation/Website
Provide a URL to the committee’s documentation or website if available.
Business Email Verification
Ensure that "Business email verification" is checked if you want to verify members by their business email. This is typically checked by default. If checked, entries with email addresses from personal domains like Gmail or Yahoo will require confirmation before being saved to limit their presence in committee records
The committee set up for a project is designed to streamline communication and task delegation. This guide covers various aspects of committee management, including:
Manage Mailing List: Essential for effective communication among committee members.
Manage Meetings: Organize and track committee meetings for optimal collaboration.
Adding Members: Process for incorporating new members into the committee.
Deleting a Member from a Committee: Guidelines for removing members when necessary.
Deleting a Committee: Steps to disband a committee when its objectives have been met or in case of restructuring.
Committee Overview: General information and the committee's purpose within the project.
The Committee overview section provides overview information on:
Total number of committee meetings
Total number of meeting attendees
Committee List table
Participants
Select the Target Audience - Select the committee to send the survey to. The survey will be distributed to all members of the selected committees, except of committees of type board where surveys will only be sent to voting representatives.
Survey Design
Which Survey Design should be used? - Select from the templates.
When should the survey be distributed? - Select from "immediate" or "scheduled". Specify the Cut-Off Date. If selecting '"scheduled", also specify the Scheduled Date.
How would you like to handle survey reminder? - Manual or Automatic. If selecting Automatic, pick the interval of days the reminder is sent. Recipients who haven't replied yet will receive a survey reminder every selected days, for a maximum of 3 reminders or until the cut-off date, whichever occurs first.
Email Draft
Your survey will be distributed via email to committee members, please update the subject and content as needed. After specifying the subject and content, you may select "Preview Email".
Summary
Name the survey.
Review the information and press "Save" when you're ready.
You can send a message using your default email client (Gmail, Outlook, or Apple Mail). To send a message to a member, follow these steps:
On the Committees page, you can view the list of committees created for the project.
Select the committee, and click on the committee name.
The Committee page displays the list of members.
Click the icon and select Send Message.
Compose the mail and send it to the member.
You can share mail with all the members of the committee at once. To share mail with all the members of the committee, perform the following steps:
On the Committees page, you can view the list of committees created for the project.
Select the committee, and click on the committee name.
On the committee page, click Email All button.
On the next pop-up, select the desired options and click Compose Email.
Send an email from your default mail client.
Once the poll is enabled, each committee member will receive an email with voting instructions.
To vote, please access your LFX Individual Dashboard or click Vote Now.
In the Individual Dashboard, you will see the voting notification under Activities.
Click on the name of the poll, and select the voting options.
Click Submit Vote.
You can delete a member from a committee as and when required. To delete a member, follow these steps:
On the Committees page, you can view the list of committees created for the project.
Select the committee, and click on the committee name.
The Committee page displays the list of members.
Select the member from the list who you want to delete.
Click the icon and select Delete Member.
On the confirmation pop-up, click Delete.
PCC: Your Go-To Meeting Management Tool
You can add a link to your project's existing Jira. To set up a new Jira Cloud site, please contact support.
You have an option to connect to the existing Jira board for your project.
To connect to the existing Jira board for a project, perform the following steps:
Manage Meeting feature allows you to update the scheduled meetings. It will enable you to update the meeting title, time, frequency, and another update for a scheduled meeting.
Manage Meeting also allows you to manage participants. You can resend the invite to the participants, add new participants, and remove a participant from the meeting.
After you create a poll, it will be shown as a draft on the Voting dashboard. To activate a poll, you must enable it.
Go to Manage, right-click, and click Enable to activate your poll.
Click Enable on the pop-up window.
Follow these steps to verify the past meeting participant:
On the Home page, select the past date of the meetings. For example, on the selected date there are two meetings for which you need to verify meeting participants. Alternatively, click Collaboration >Meetings to select the past meetings
Select the meeting to verify meeting participants.
Add meeting minutes and other attachments to a meeting
Cloning a meeting allows you to retain the original details while making necessary changes. Cloned meetings will have a new meeting ID.
To clone a meeting, follow these steps:
Select the scheduled public meeting that you want to clone, click icon, and select Clone Meeting.
The Clone Meeting page appears with the details of the meeting that has been selected to be cloned. You can make the changes as per your requirement and click Save to schedule the cloned meeting.
Tracking attendance helps identify early signs of potential member churn, as decreased attendance may indicate a loss of interest.
We can only track attendance for Board meetings but plan to extend this to other meetings in the future.
We can only map about 80% of attendees to known users in our system due to limitations such as:
Attendees who dial into meetings
Attendees who use direct links instead of the LFX Meeting Join page
Attendees of public meetings not on the invitation list
Meeting participants may RSVP to the meeting invitation, and the PCC now displays the count on the PCC Meetings page. From the calendar view, select the day the meeting is scheduled. The PCC will display the list of meetings that are scheduled that day, along with the RSVP counts of Yes, No, or Bounced.
The PCC indicates bounced invitations in the RSVP section of the Meetings page. Bounces are indicated with a yellow triangle. Clicking on the triangle displays a list of emails that bounced.
Under Manage, click theand select Edit.
The Manage Committee dialog box appears.
Update the committee as needed and click Save.
You can also add a sub-committee under a committee. To add a sub committee, perform the following steps:
Under Manage, click theand select Add Subcommittee.
The Add Sub Committee page appears. Enter the details as required and click Next.
You can also add members to the sub-committee.
Click Save to save the sub-committee.
You can move a committee under an existing committee. To move a committee, perform the following steps:
Under Manage, click theand select Move.
The Move Committee dialog box appears.
Select the committee under which you want to move the committee and click Move.
You can delete a committee if you want to. Deleting a committee will also remove all the members added to the committee. To delete a committee, perform the following steps:
Under Manage, click theand select Delete.
The Delete Committee confirmation dialog box appears.
Click Delete to delete the committee. You will see a confirmation message that the committee has been deleted.
Meetings related to committees are listed in the committee's list under the Upcoming Meetings tab. You can see the scheduled meetings as well as schedule a meeting.
Click Schedule, the page navigates to Meeting Management to schedule a meeting.
You can configure a mailing list for your committees. On clicking Configure, it is available under Mailing List, and the page navigates to Mailing List.
Access and review past meeting recordings, ensuring you never miss important discussions.
Obtain transcripts of your meetings, making it easier to follow up on discussions and action items.
Share recordings seamlessly with team members, enhancing collaboration and information sharing.
Use the integrated wizard to gain insights with high-level details about your meetings, improving planning and outcomes.
To access the Meetings feature:
Log in to PCC.
Select your project using the search box (1).
Navigate to the Collaboration (2) tab on the left sidebar.
Click on Meetings (3).
Toggle the Calendar switch (8) on the top right to enable or disable the calendar view.
You can now add past meetings to record attendance by toggling the Past Meeting switch on the Add Meeting page.
Use the View Zoom Accounts button to manage legacy project-dedicated Zoom accounts not listed in the meeting display.
Open your project's public calendar or export an iCal file using the buttons at the top right.
Following are a few pointers related to Meeting Settings:
For a Public meeting with Restricted settings disabled, the user can log in by providing their name, while email is optional.
When scheduling a Private meeting with Restricted settings enabled, participants must log in using the name and email ID provided during scheduling. Guest credentials are not allowed; participants must use their assigned email.
To view past meetings, select the desired date or month. The list includes details such as meeting title, date, number of attendees, recording, and transcript.
The Issue Tracking page appears. Click the icon available in front of Connect and click Existing, enter the existing Jira URL, API User, and API Key, and then click Connect.
To manage meetings, perform the following steps:
Select the scheduled meeting you want to update, click icon, and select Manage Meeting.
The Manage Recurring Meeting dialog box appears, prompting you to change your recurring meeting. Select the desired option: Manage this occurrence only, or Manage this occurrence and all future occurrences in this series, and click Continue.
The Manage Meeting screen appears. Update the necessary changes and click Save to update the modified information.
On the Manage Meeting page, you can Resend the meeting invite to a participant, Add yourself as a participant, and you can remove a participant also from your meeting.
You can share the public meeting link.
To share a public meeting, perform the following steps:
Select the scheduled public meeting that you want to share, click icon, and select Share Meeting.
The Share Meeting message appears. Click Copy to copy the meeting link.
To send the reminder to the committee members to participate in the poll, follow these steps:
Click the icon under Manage and click Send Reminder.
The Send Poll Reminder dialog box appears. Select the required members.
Click Send to send the reminder.
Using the Overflow menu, you can Extend the poll, Cancel the Poll, View Voters, etc.
Verify the participant by selecting the name from the invitee drop-down.
You can add the attendee if you do not find the match in the invitee list.
When an admin matches a Zoom name to a user, they can choose to save that association for automatic application in future meetings—eliminating the need to re-identify the same participants in recurring meetings.
Select the date of the Past meeting you want to manage.
Click the next to the past meeting.
From the options, click Manage Attachments.
In the pop-up window, select the type of document you want to attach from the drop-down menu.
Enter the URL of the document in the designated field.
Click Add to attach the document to the meeting.
The document will now be attached and visible in the meeting’s records.
Alternate Method to Add Documents to Past Meetings in PCC
From the PCC home page, click on Collaboration > Meetings from the left navigation menu.
On the calendar view, select the date of the past meeting you wish to manage.
Follow steps 3 onward from the above to attach the documents.
You can add a link to your project's existing Confluence. To set up a new Confluence Cloud site, please contact support.
PCC supports the following documentation tools:
Confluence
Using this feature:
You can connect an existing Confluence for your project.
Deploy a new Confluence Cloud site for your project (coming soon).
PCC allows you manage Confluence sites for your project.
To set up and manage Confluence pages for your project, follow these steps:
On the Project Dashboard, click Collaboration > Wiki.
a) If you want to connect to an existing Confluence, click Existing. Enter the URL (Mandatory) of the existing server, provide the API User and API Key (Not Mandatory) if they are available, and click Connect. The Confluence page will be set up on the existing server.
You should have set up the project's primary domain before connecting to the existing confluence page.
To create a poll, follow these steps:
Log in to the PCC.
The Project dashboard appears. Click Collaboration > Voting tab.
Click Create Vote.
The Create New Poll form appears. Enter the following details and click Save:
You can delete the scheduled meetings. You can either delete a particular occurrence or all the occurrences of the recurring meeting.
To cancel a meeting, follow these steps:
Select the scheduled meeting you want to delete, click icon , and select Cancel Meeting.
The Manage Recurring Meeting dialog box appears.
Click Cancel after selecting the required option.
The Project Control Center Application allows users to send emails to meeting attendees directly from the Home page or from Collaboration > Meetings section.
This feature is available for both upcoming and past meetings.
Sending emails to meeting attendees is a convenient feature that enables users to communicate with attendees directly from the PCC.
Questions
Enter the actual poll questions, including any relevant text or formatting, to guide respondents in providing their answers.
Options
The different options the user needs to choose or rank, i.e. option or candidate 1, option or candidate 2, etc.
Name
Enter a brief and descriptive title for your poll, such as "Community Feedback on New Feature" or "Quarterly Project Review", so that the voter gets to know the purpose of the poll.
Voting Types
Select the voting types from the drop-down.
Close Date
Select the voting deadline. After this date, no more votes will be accepted, and the results will be finalized. Ensure all responses are captured before the specified deadline.
Committee
Select the committee whose members will be eligible to participate in this vote. Only the selected committee’s members will be able to cast votes for this decision.
Voting Status
Once you select a committee, choose the specific roles within that committee who are eligible to vote (e.g., Voting Representative, Alternate Voting Representative, Observer). Only members with the selected statuses can cast votes.
Description
Provide important information or background about the vote. Explain what participants are deciding on and include any relevant details or instructions.
Here are some reasons why you may need to send email to future meeting attendees:
Pre-meeting preparation: To prepare attendees for the meeting by sending relevant information or materials.
Agenda confirmation: To confirm the meeting agenda and ensure attendees are aware of the topics to be discussed.
Meeting details: To send meeting details such as date, time, location, and duration.
Pre-meeting tasks: To assign pre-meeting tasks or reading materials to attendees.
Invitation to contribute: To invite attendees to contribute to the meeting by sharing their thoughts or ideas beforehand.
Background information: To provide background information or context related to the meeting topic.
Expectations: To set expectations for the meeting, such as what will be discussed and what outcomes are expected.
RSVP reminder: To send a reminder to attendees to RSVP to the meeting.
On the Home page, you will see the meetings calendar. Alternatively, you can click Collaboration > Meetings.
Click on the date to see the scheduled meetings.
From the list of meetings, click on the meeting to send emails to meeting attendees.
On the pop-up window, click the email icon on the top. You will be redirected to an email service provider to send an email to all the attendees.
On the Home page, you will see the meetings calendar. Alternatively, you can click Collaboration > Meetings.
Click on the past date to see the past meetings.
From the list of the meetings, click the past meeting to send the emails to meeting attendees.
You may need to scroll down the see the meeting details, such as meeting attendance.
Click the Attendance tab. You will see the list of invitees and their details whether they have attended the meeting or not.
Click the checkbox to select the members who you want to send an email. Click the top checkbox to select all the members.
Click Send Email button to go to your email service provider.
To help make voting in your community easier and fairer, you can now choose how you want votes to be counted.
When you create a new vote, you can choose the Voting Type that works best for your project, i.e. whether you need a simple plurality or a ranked choice method.
To understand this better, listen to the following audio:
Before, whenever you created a vote, there was only one way to count votes. Now, you have two (and in the future four) options to choose from:
Plurality (Hybrid): A simple, easy way—everyone picks one or more favorite(s), and the option with the most votes wins. Unlike traditional plurality voting, this hybrid approach allows voters to select multiple preferences.
Ranked Choice: A smarter way—everyone can rank their favorites, so the most broadly liked option wins. Currently, we only offer the Condorcet IRV method, we'll also add Instant Runoff Voting and Meek STV methods, which all require the user to rank the available options (or candidates).
You’ll see a new dropdown menu for Voting Type when you create a vote.
When creating a new vote, you can now select from two Voting Types. Each type counts votes differently and can affect which option (or candidate) wins. Select the type that best matches your needs.
What is Plurality Voting? Plurality voting is a straightforward method where each voter chooses one (or more) option(s). The option with the most votes wins, even if it does not get more than half of the total votes. This method is sometimes known as "First Past the Post".
How it works:
Each voter picks a single (or multiple) preferred option(s).
The option with the highest number of votes is the winner.
Example: Suppose 10 people are voting on three features:
Choose "Plurality" for quick, simple votes. Choose "Condorcet IRV" when you have several similar options and want the result to represent the group’s broader preferences.
Feature A: 4 votes
Feature B: 3 votes
Feature C: 3 votes Result: Feature A wins (it has the most votes).
Advantages:
Simple for voters and organizers.
Quick to set up and understand.
Limitations:
Can split votes among similar options.
The winner may not always reflect the broadest preference of the group.
What is Condorcet IRV? Condorcet IRV combines “Condorcet” and “Instant-Runoff Voting” methods and allows voters to rank choices in order of preference. This process aims to find the most generally favored option.
How it works:
Voters rank the options (1st choice, 2nd choice, etc.).
If an option wins every head-to-head comparison against others (Condorcet winner), it is selected.
If not, the IRV process is used:
The option with the fewest first-choice votes is eliminated.
Votes for the eliminated option are transferred to the voter’s next preferred choice.
This continues until one option has a majority.
Example: 5 voters are ranking options A, B, and C.
If A beats B and C in all direct comparisons, A wins.
If not, IRV is used to find the option most preferred as their next-best choice.
Advantages:
Reduces the risk of "vote splitting".
Usually results in a winner with broad support.
Limitations:
More complex than plurality voting.
Voters need to rank all options.
Ties are common if there is only a small group of voters
Plurality
Pick one option
Most votes wins
Easiest
Simple decisions
Condorcet IRV
Rank options
Broadest support after rounds
Moderate
Multiple choices, fairness
You can use this feature to schedule a future meeting or a past meeting to record attendance in the PCC meeting management tool.
Log in to PCC.
Search for the required project.
Navigate to the Collaboration > Meetings tab on the left sidebar.
On the Meetings page, click Add Meeting.
On the next page, you can either schedule a future meeting or click the Past Meeting toggle button to add a past meeting.
Update the following details on the Schedule Meeting page:
You have the following three options to add participants to your meeting:
Guests: Add the name, email address, and other details of the participant, then click Add Meeting Participant button.
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.
Before scheduling the meeting, Toggle ON these additional meeting settings:
Show in Public Calendar: Toggle ON to list this meeting on your organization’s public calendar so everyone can see it.
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.
The voting results page provides a detailed summary of responses and outcomes for the polls using the selected voting method
To view the voting results, follow these steps:
To view the voting results, you can either click the name of the poll or click the overflow menu under Manage > View Results.
A guide on how to conduct and follow up on NPS (Net Promoter Score) surveys using the Global Surveys tool in PCC (The Linux Foundation's platform).
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.
Provide a detailed meeting description so the meeting attendees have a clear agenda for the meeting.
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.
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
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.
When you enable this option, you can :
Create the transcript from the Zoom recordings. It will have the same visibility settings as the recordings (refer to point g).
Upload the meeting recordings to YouTube.
Enable Zoom AI: Use Zoom’s AI features, such as live transcriptions or summaries, to enhance the meeting experience and capture important points.
Review the AI summary before publishing: Check and edit the AI-generated summary before sharing it with participants to ensure accuracy and relevance.
Who can review the AI summary? 1. Anyone who claimed host in that specific meeting. 2. Anyone who has a role to manage project meetings (e.g., Project Admin, Meetings Coordinator).
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.
Note: The Host Key is valid only for the upcoming meeting.
Next, you will see the voting results page that helps you interpret the winner and vote distributions.
Title & ID: Identifies the poll (e.g., sri test condorcet - 7th may - 2)
Voting Method: Indicates voting methods used (e.g., Condorcet IRV)
Responses: Shows the number of submitted votes (e.g., 200 of 5 Responses may be a placeholder.)
Prompt: States the poll purpose (e.g., please rank candidates for the TOC advisory council)
Timing: when the voting closed
What is this section?
This highlights the officially determined winner using the Condorcet method. If a winner could not be found, the system uses IRV as a tiebreaker.
Example:
Charlie is the winner, having defeated all other candidates in head-to-head matchups. See details below.
What is the Condorcet Method?
The Condorcet method identifies a candidate who would win against every other candidate in a head-to-head (one-on-one) contest.
How to Read the Pairwise Table
Bob
88/112
95/105
Charlie
112/88
107/93
Daniel
105/95
93/107
Understanding the Numbers:
Each cell compares the candidate in the row to the candidate in the column.
First Number: Voters who preferred the row candidate over the column candidate.
Second Number: Voters who preferred the column candidate over the row candidate.
Example:
In the "Bob vs. Charlie" cell (Bob row, Charlie column), 88/112 means:
88 voters preferred Bob over Charlie.
112 voters preferred Charlie over Bob.
How is the winner determined?
A candidate who beats all other candidates in these pairwise contests is the Condorcet winner (here, Charlie).
This table shows the number of ballots that ranked each candidate in each position.
Bob
56
71
73
Charlie
80
59
61
Daniel
64
70
How to Interpret:
Each cell at [Candidate, Rank] indicates how many voters gave that rank to the candidate.
For example, 80 voters ranked Charlie as their 1st choice.
If no candidate wins all pair wise contests (a "cycle" or tie exists), the results will show **IRV (Instant Runoff voting).
This section breaks down how voters ranked the candidates on their ballots, showing the most common patterns in voter preferences.
Example Table
41
Charlie
Daniel
Bob
39
Charlie
Bob
Daniel
32
Daniel
Bob
How To Read This Table
Voters: The number of ballots (or voters) who submitted a particular ranking order.
Rank Columns: Each ballot listed here shows a unique order in which the voter ranked the three candidates from 1st to 3rd.
Row Explanation:
The first row means 41 voters chose Charlie as their first choice, Daniel second, and Bob third.
The second row means 39 voters chose Charlie first, Bob second, and Daniel third.
And so on for each unique ranking order.
Why Is This Useful?
This breakdown helps you see not just how many 1st-place votes each candidate received, but also which combinations and preferences were popular among voters.
It’s useful for identifying voting patterns and understanding the context of how the final winner was decided.
Summary
Each row in the table shows the number of ballots that selected a unique order of candidates, reflecting the diversity of voter preferences.
For example, in a scenario with 3 candidates:
There are 6 possible unique rankings.
Each ranking tells you exactly how many voters preferred one order over another.
Tip: These voter details, alongside the rank distribution and outcome tables, let you audit the election process and gain insights about voter behavior.
Identifying areas for improvement
Helping focuses on customer needs
The executive team uses PCC's Global Surveys tool to administer surveys, including:
Creating and sending surveys
Analyzing responses
Only The Linux Foundation's executive team has access to Global Surveys.
Make sure that the recipients get the survey email or survey link.
To check the delivery status of your survey emails, follow these steps:
Go to your project in PCC.
Navigate to Collaboration > Surveys.
Select the relevant survey.
Click the Responses for the selected survey. It will be redirect you to the SURVEY RESPONSES page.
The Survey Metrics on the right give you a summary of the survey status from your project:
Delivery Rate: Percentage of recipients that received the survey email
Open Rate: Percentage of recipients that opened the survey email
Click Rate: Percentage of recipients that opened the survey email and then clicked the survey link
Response Rate: Percentage of recipients that responded to the survey
Comment Rate: Percentage of recipients that responded to the survey with a comment
The Delivery Rate is the percentage of the sent emails that were delivered (according to our email service Amazon SES). This number should ideally be 100%. If not, you need to take action and find out why the email is shown as not delivered and potentially correct the email addresses in the relevant PCC committee of your project.
Click on the Delivery Status filter and select Failed or Pending to filter the Responses table for failed email deliveries.
Verify Email Addresses:
Verify that the displayed email addresses are the correct ones for these persons. If not, go into the relevant committee and change the email address of the members there.
Resend the Email:
Manually resend the email by clicking on Send Reminder or wait for the next reminder to be sent out by PCC to try to deliver the survey email again. We recommend manually clicking on Send a Reminder.
Alternative Option:
If you think the email address is already correct, you can click on Send a Reminder to resend the survey email again to the email address displayed under the recipient’s name.
The sender for the reminder email (same as for the initial email) will be our default survey email address:
{Project Name} - Survey <[email protected]>. For instance, “The Linux Foundation - Survey <[email protected]>” for TLF.
Additional Options
Direct Email: As another option, which is useful if emails get blocked by the recipient’s mail server, you can click on the email address in the response table to open your default email client with a preconfigured email addressed to this person.
Copy Personal Link: If you would like to simply share the link with a committee member in Slack, Discord, SMS, or other messengers, you can also simply click on the overflow menu of the recipient’s name followed by clicking on “Copy {first name} Personal Link”.\
We have implemented the following delivery statuses to track the status of our emails:
Pending: The email is still being attempted to be delivered. This status indicates that our system is still trying to send the email.
Failed: The email was not delivered according to our system. This status can be further categorized into:
Hard Bounce: The email was rejected by the recipient's email server and will not be delivered again.
Soft Bounce: The email was rejected by the recipient's email server but can be retried after a certain period of time.
Delivered: The email was successfully delivered to the recipient's email server.
Opened: The email was successfully delivered and opened by the recipient. This status indicates that the recipient has interacted with the email.
Clicked: The email was successfully delivered, opened by the recipient, and the survey link in the email was clicked. This status indicates that the recipient has taken a specific action on the email.
We are using Amazon SES (Simple Email Service) for sending emails. Amazon SES reports these delivery statuses for each email sent. For more information on these statuses, please refer to the AWS documentation.
The open tracking works as follows (below information is copied from AWS documentation here):
“A 1 pixel by 1 pixel transparent GIF image is inserted in each email sent through Amazon SES and includes a unique reference to this image file; when the image is downloaded, SES can tell exactly which message was opened and by whom.”
The clicked tracking works as follows (below information is copied from AWS documentation here):
“To track clicks, Amazon SES modifies each link in the body of the email. When recipients open a link, they are sent to an Amazon SES server, and are immediately forwarded to the destination address. As with open tracking, each redirect link is unique. This enables Amazon SES to determine which recipient clicked the link, when they clicked it, and the email from which they arrived at the link.”
Allows you to download a CSV file with all the responses from your project's survey.
This can be useful for:
Analyzing survey data in a spreadsheet or data analysis tool.
Sharing survey results with team members or stakeholders.
Exporting survey data for further processing or analysis.
Resynchronizes the recipient list with the current committee in your project.
This ensures that:
New committee members are added to the recipient list.
Members with incorrect voting status are updated.
Members who have recently joined the committee are included in the survey.
Note that this option only adds recipients and does not remove any existing ones.
If you have any questions or need further assistance, you can reach out to:
Support teams for help with technical issues or survey-related questions.
PCC teams for guidance on using the Global Surveys tool or other PCC features.
Mailing lists are a popular tool for community collaboration among developers, and for facilitating public and private governance discussions and email-based voting.
What is Groups.io?
is a platform for managing email lists, providing public and private discussions, voting, and archiving features.
Key Features:
Supports both public and private lists
A web-based archive of past email threads (topics) for easy reference
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Charlie
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Daniel
Charlie
Bob
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Bob
Daniel
Charlie
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Bob
Charlie
Daniel
Convenient option to host lists on groups.linuxfoundation.org for projects in the formation stage
Customized, white-labeled list domain for established projects
Integration with existing projects and customization options
A popular choice for community collaboration and governance
You must have access to PCC and privileges to manage the mailing lists.
Active project setup within the PCC environment.
To add a mailing list, follow these steps:
Click Collaboration > Mailing Lists from the left navigation on the main dashboard.
This will redirect you to the mailing list management page.
Click on the Add Mailing List button to add a new mailing list.
Upon clicking Add Mailing List, you will encounter the following options to configure your mailing list:
Use Existing PCC-Connected Groups.io Domain:
This option is available if there is an available Groups.io domain connected to your PCC project, such as your project's foundation groups.io domain.
Action: If your project wants to use the foundation lists domain, use this option.
Set up a New Groups.io Domain:
Choose this if you wish to establish a new Groups.io domain specifically for your project. This will use your project's defined primary domain for your mailing lists.
Action: Select "I would like to set up my own Groups.io email domain for this project."
(Advanced) Set up Existing Groups.io Domain:
This is for advanced users who need to configure an existing Groups.io domain that is not yet connected to PCC.
Action: Contact support for assistance with this setup.
Detailed Configuration of the Mailing List
The PCC will automatically create a [email protected] with Public, Announcement permissions. You will need to define any additional sub-lists you want during this creation flow. You must create at least one sub-list.
Enter List Name and Description
List Name: Assign a unique name for the mailing list. For example, if you want to create a TSC mailing list "[email protected]", enter "tsc".
Description: Provide a detailed description of the mailing list’s purpose and intended use.
Select Permissions
Choose from the dropdown menu the type of permission setting for the mailing list:
Announcement: Only selected members can post, suitable for newsletters or announcements.
Moderated Discussion: Posts by members are moderated before being published.
Open Discussion: All members can post without prior moderation, promoting free-flow discussions.
This table shows the posting and subscribing permissions for each selection:
Moderated Discussion
New members cannot post to the list without their emails being approved by a moderator.
Unrestricted
For new lists, this uses a Groups.io setting that will only moderate users for their first 3 posts.
Open Discussion
New members can immediately post to the list.
Restricted
Since new members can post immediately, subscribing is restricted in order to prevent spam. Moderators will need to add members manually or approve new subscribers.
Announcement
Only moderators can post to the list.
Set Privacy
Check the “Private” box if the list should be private. This ensures that only invited members can view and participate. Note: Once set as private, the list cannot be made public later.
Final Steps and Saving the Configuration
After configuring all settings, review them to ensure they align with the project’s communication needs.
Click “Save” to finalize the creation of the mailing list.
Managing members in a mailing list can be a straightforward process when you know the right actions to take
Following the outlined instructions, you can effectively add and organize members, ensuring your communication channels remain effective and up-to-date.
Initiate the process by accessing the designated area
Navigate to the member management section to proceed
From the drop-down, select if you want to add a committee member or a direct member.
Search and add a new member
Begin the addition of a new member to your list
Utilize the search feature to find the specific user
Select the desired user from the search results
Confirm the addition of the selected individual
Proceed further to manage additional memberships
Access the committee section for more options
Initiate the process to include another member
Enter "veeren" in the provided field
Choose the second user from the list provided
Move ahead to finalize the membership process
Unrestricted
Since only moderators can post, there are no restrictions on who can subscribe.
