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Utilize Calendly for sharing Zoom info #77188

Closed shiragoodman closed 7 months ago

shiragoodman commented 7 months ago

User Story

As a Governance team member, I want to ensure that all invites to Collab Cycle touchpoints include the Zoom information so that all VFS team members are able to easily join the meeting.

Assignee: @allison0034 Peer Reviewer: @erinrwhite

Description

Governance team has experienced ongoing and recurring issues with the Zoom information not being included in Collaboration Cycle invites/events. We thought we implemented a solution in January, however several VFS teams have shared recently that they themselves and/or their leadership were unable to find the Zoom information in the meeting invite/event details.

Calendly, our scheduling tool, does have the ability to share Zoom information. There are a couple different ways in which this can be done. This ticket will look into how we might best use Calendly for sharing Zoom information*, implement the preferred solution and update our operational process to remove the step for adding Zoom information.

*Since we have alternative hosts set up for all of our current Zoom meetings, we cannot use the built-in Zoom option that Calendly offers bc this option creates a new Zoom meeting for every occurrence, using the hosts account. It would be a huge inconvenience to add alternate hosts for every new meeting. Instead, we'll use the Custom option in Calendly, and we can/should utilize the existing Zoom events via the Zoom information for Collab Cycle meetings doc.

Impacted Artifacts

DI/MPR Calendly event SR Calendly event Zoom information for Collab Cycle meetings Collaboration Cycle Calendly guide Design Intent - Scheduling Midpoint Review - Scheduling Staging Review - Scheduling Design System Staging Review - Scheduling

Do we need to modify the automated messages in the Slack workflows?

Tasks

Peer Review

To be completed by peer reviewer

Acceptance Criteria

Team Notification

How to prepare this issue

Refinement

allison0034 commented 7 months ago

Tested Calendly with Zoom link. Created Zoom information draft.

allison0034 commented 7 months ago

@erinrwhite I have updated all drafts. I think we can delete the Zoom info doc since I updated the Calendly guide. Take a peak and let me know your thoughts.

allison0034 commented 7 months ago

Looking at Slack workflows I don't think any changes need to be made.

DI Your review for Monday, February 26th 3:30 – 4:00pm ET is confirmed. Check off the VFS actions in the ticket, including: If needed, add any additional VFS attendees, including accessibility and POs, to the invite on your calendar Link all artifacts ONLY in the Design Intent artifacts section at least two days before the scheduled Design Intent. Do NOT add artifacts to Comments section For Design Intents we require user flows Note: We will reschedule the review if you do not provide artifacts at least two days prior. Please let us know if you have any questions.

MPR Your review for 2/29/24, 3:30pm ET is confirmed. Please be sure to check off the VFS actions in the ticket, including: [Synchronous reviews]: If needed, add any additional VFS attendees, including accessibility and POs, to the invite on your calendar. [Asynchronous reviews]: No meeting will take place. Governance team members will provide feedback by EOD the next business day following the meeting. Link all artifacts ONLY in the Midpoint Review artifacts section at least two days before the scheduled Midpoint Review. Do NOT add artifacts to the Comments section. Specify which pages in the prototype are included or excluded from the review. Note: We will reschedule the review if you do not provide artifacts or we don't know which pages are included in the review at least two days prior. Please let us know if you have any questions.

SR Your review for 1:30pm ET, Thursday, March 21, 2024 is confirmed. Please link all artifacts at least four days before the scheduled Staging Review. Do NOT add artifacts to the Comments section. Note: We will reschedule if you do not provide artifacts in the review at least four days prior. Please let us know if you have any questions.

erinrwhite commented 7 months ago

@allison0034 all the drafts are looking good! I had one small question about async midpoint reviews. We can definitely delete the Zoom information for Collab Cycle meetings page too.

erinrwhite commented 7 months ago

Also, +1, no changes needed to Slack workflow notifications.

allison0034 commented 7 months ago

@erinrwhite this is ready for a final review. Please test both the DI/MPR and Staging review Calendly links to make sure Zoom shows up and if you click the link it opens Zoom.

Collaboration Cycle Calendly guide Design Intent - Scheduling Midpoint Review - Scheduling Staging Review - Scheduling Design System Staging Review - Scheduling

erinrwhite commented 7 months ago

It's showing up! Looking good.

A few things:

allison0034 commented 7 months ago

@erinrwhite where can I find the exact slash commands?

erinrwhite commented 7 months ago

@allison0034 I think the commands are the same as the bolded text in this screenshot, with a slash - so

/Collab Cycle Design Intent /Collab Cycle Midpoint Review /Collab Cycle Staging Review

Screenshot 2024-03-04 at 11 57 35 AM
allison0034 commented 7 months ago

@erinrwhite well duh... my brain has the Mondays : ( I was able to change the staging review statement but not the DI/MPR, there is a character limit. I think this is ready for a final review!

erinrwhite commented 7 months ago

Okay, one other small thing while we're updating Calendly:

Can we standardize the event titles and descriptions? No real preference let's just be consistent.

For DI or MPR,

For SR,

allison0034 commented 7 months ago

@erinrwhite yes! Screen shots below...

erinrwhite commented 7 months ago

@allison0034 perfect! I think this one is good to close.

shiragoodman commented 7 months ago

hey @erinrwhite and @allison0034 - wow! Glad to see so much progress made on this the last couple days.

I'm glad to see we only have 1 zoom instance now, however there may be a small problem. I no longer see this event when I'm logged into my Zoom account. I am assuming this is bc it expired at the end of 2023, or after a certain number of occurrences. This may be a problem bc if we ever need to go in and change event details (such as alternative hosts, passcode, waiting room, transcript and cc options, etc.), I don't currently see a way for me to go in and edit the event. We obviously still have the meeting id, so I may contact Zoom for support to see if there's a workaround.

If there's not a workaround, then it may be a good idea to just create a whole new Zoom event set up the same way the current event is.

Let me know what you think!

allison0034 commented 7 months ago

@shiragoodman it may be a good idea to just go ahead and do the new Zoom meeting and I can update. Contacting support sounds annoying and time consuming : (

erinrwhite commented 7 months ago

@allison0034 +1 to a new event!

shiragoodman commented 7 months ago

Ok awesome. I created a new Zoom meeting. Looks like they have a new feature where you can schedule an event to be recurring and the occurrence to have "no fixed time" meaning it can take place at any time. Sounds like a perfect fit for what we need. I did have to choose an initial date/time, so that's why it still shows Monday at 3:30pm ET. see comment below re: the time.

Invite is below, as well as a couple screenshots showing the settings I chose. Let me know if you need any changes made.

Shira Goodman is inviting you to a scheduled Zoom meeting.

Topic: Collaboration Cycle Meeting - Monday at 3:30pm ET
Time: This is a recurring meeting Meet anytime

Join Zoom Meeting
https://oddball-io.zoom.us/j/84098072750?pwd=W9aUZIxaYC02ge7ufKWInTATDpznM8.1

Meeting ID: 840 9807 2750
Passcode: 580205

---

One tap mobile
+13052241968,,84098072750# US
+13017158592,,84098072750# US (Washington DC)

---

Dial by your location
• +1 305 224 1968 US
• +1 301 715 8592 US (Washington DC)
• +1 309 205 3325 US
• +1 312 626 6799 US (Chicago)
• +1 646 876 9923 US (New York)
• +1 646 931 3860 US
• +1 689 278 1000 US
• +1 719 359 4580 US
• +1 253 205 0468 US
• +1 253 215 8782 US (Tacoma)
• +1 346 248 7799 US (Houston)
• +1 360 209 5623 US
• +1 386 347 5053 US
• +1 408 638 0968 US (San Jose)
• +1 507 473 4847 US
• +1 564 217 2000 US
• +1 669 444 9171 US
• +1 669 900 6833 US (San Jose)

Meeting ID: 840 9807 2750

Find your local number: https://oddball-io.zoom.us/u/kcLdrlKcgA

image image

shiragoodman commented 7 months ago

ok i also updated the topic to "Collaboration Cycle Meeting" - no more "Monday at 3:30pm ET" included.

allison0034 commented 7 months ago

@erinrwhite I updated the invite and the Calendly guide with the new Zoom. Want to give it one more check?

erinrwhite commented 7 months ago

@allison0034 tested creating new events and doublechecked the Calendly page. All clear from here!

shiragoodman commented 7 months ago

looks like the staging review Brian just scheduled is still using the old Zoom, but nbd. Thank you both for making sure this is right!

erinrwhite commented 7 months ago

@shiragoodman Yeah, I noticed their event was on the calendar when I was testing the newer zoom link scheduling flow. I think they scheduled during that brief window that we had the old link in there. Should still work, though!