DELETE Community Zoom Account Guidelines
About the Community Zoom
ArchivesSpace provides a Zoom account for the use of all TAC and UAC council and sub-team meetings. Teams are not required to use this Zoom account to schedule their meetings but may use it if it is convenient. This Zoom account allows for meetings to last longer than 40 minutes and allows the meeting creator to establish either password-protected or open meetings.
Zoom Connection Information
If you would like to use this Zoom account for your ArchivesSpace Advisory Council or sub-team meetings and require the username and password, email Jessica at jessica.crouch@lyrasis.org.
Creating a Zoom Meeting
Sign in to the Zoom account via https://zoom.us using the credentials provided by the Community Engagement Coordinator and create your meeting in the meetings tab.
A tutorial video explaining how to create a meeting is provided by Zoom - https://support.zoom.us/hc/en-us/articles/201362413-Scheduling-meetings
Establishing a recurring meeting in Zoom
In addition to scheduling meetings as needed, this account can be used to establish a recurring meeting room for each sub-team to reduce the amount of effort required to set up team meetings. Please note that recurring meetings use the same connection information so that users do not have to create new Zoom appointments for each meeting but you must still follow the scheduling procedures referenced at the bottom of this page to put each individual meeting appointment on the calendar.
Scheduling a meeting
To schedule a meeting using the community Zoom account, please check the community calendar for available times and then use the instructions provided to schedule your meeting.
Take special care to add your meeting to the community calendar by including ArchivesSpace.Calendar@gmail.com in your calendar email invite. Your invitation will automatically populate in the calendar.
Add an event: To add your call to this calendar, please include ArchivesSpace(dot)Calendar@gmail.com in your calendar email invite. Be sure to indicate in the invite whether it is a conference call or a Zoom meeting. Your invitation will automatically populate in the calendar.
Update an event: If you need to update the details on an event you submitted, return to the original invitation on your own calendar, update the contents and send the updates to all recipients. This will automatically update the ArchivesSpace.Calendar@gmail.com calendar as well.
Remove an event: To cancel or remove an event from this calendar, simply un-invite ArchivesSpace.Calendar@gmail.com from the originating calendar email invite.
See more details on an event: To view more details, use your mouse to click on the scheduled event. This will open up a window that displays the details included in the email invitation.
Different time zone? If you are in a different time zone and you would like to have it added to this page, please email us at ArchivesSpaceHome@lyrasis.org.
Please note: The ArchivesSpace.Calendar@gmail.com account is used only for managing this calendar. We will not be checking this for incoming emails or inquiries. Please send all conversations to ArchivesSpaceHome@lyrasis.org.