This information is for community members who are hosting meetings. Zoom is the main video communication platform for Hyperledger and is used to run community calls and virtual meetups. A Zoom host needs to know the following information to deal with any issues that may happen during a meeting. This could include issues such as a lot of background noise on the call because someone is unmuted or someone has joined the call and is trying to be disruptive.
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If you are a project lead, Working Group or Special Interest Group lead, meetup organizer or another community who needs to host a Zoom meeting and want you would like host access, please email community-architects@hyperledger.org.
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Be aware that our Zoom accounts have configured some default settings to prevent people from interfering with meetings. As host, you should be aware of these so that you can help address and modify settings as needed.
- Disable Disabled “join before host”
- Default to participants muted on join
- Disable Disabled file transfer/sharing
- Disabled screen annotations for users
Recording a Meeting
One of the main roles of a host is to record and post share meetings after for anyone who missed the call. Since we are a global community with people all over the world, there will be community members who are interested in your meeting that won't be able to attend because of time zone issues and other conflicts. Please make sure you record your meeting and post them on the wiki and share out after. To do that, follow these instructions:
When the meeting starts, stop any ongoing recording and start a new recording (choosing to record locally and not to the cloud).
When the meeting ends, end the meeting for all participants (only end the meeting if participants from the next meeting have not joined; otherwise, stop the recording).
Upload your local recording to the appropriate location on the wiki.
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For most community calls you can handle recordings by following these instructions:
- Most Zoom calls are set to automatically record as soon as you start. After claiming Zoom host you have the ability to pause or stop recording but we recommend that you don't. Some hosts like to pause recordings for the first few minutes while people dial-in and before the meeting starts. We've found though that sometimes hosts forget to unpause and then the calls aren't recorded, so we recommend not pausing or stopping recordings.
- If you are the host of a Zoom call that isn't set to automatically record, you can claim host and start the recording and set it to record to the cloud. Please also reach out to the Community Architects so we can update the settings for your call so recording will be automatic.
- When the meeting ends the recording will be moved over to the Hyperledger YouTube channel. This process can sometimes take a day or two. To find your video, you can look through the recently uploaded videos on the channel. If you don't see it there feel free to ask one of the Community Architects and they'll be able to help you find your video.
Once you have the link to the video, we recommend that you add it to the meeting page for the call so people can find the link there. You can also share it with people on your Discord channel or any other community forums you use. You can also coordinate with the Community Architects to get a playlist set up on the Hyperledger YouTube channel so all of your videos will be in one place.
Moderating Meetings and Dealing with Disruptions
After the meeting has started you can make use of the following host features to moderate your meetings and deal with any bad actors:
- Prepare to mute people who are making unwanted noises – this will usually be people who don't realize that they are unmuted, but it could be people who are trying to make distracting noises. As host, you can select specific participants and mute them. Make sure you have the participant list view open while hosting a meeting and it will show you the mute/unmute status of everyone in the meeting.
- Assign a co-host to help with moderation
- Turn off screen sharing for everyone and indicate only host. If you have others that need to share their screen, the host can enable that on the fly. (via the
^menu next to Share Screen). Be on the lookout for people that you don't know who are requesting to get screen access. - Put the troll or bad actor on hold. The participant will be put into a "waiting room" and will not be able to participate in the call until the host removes the hold.
- NOTE: Depending on your client version this will be called "Put in Waiting Room" instead of on hold.
- Remove the participant. Please be cautious when testing or using this feature, as it is permanent. They will never be able to come back into that meeting ID on that particular device. Do not joke around with this feature; it's better to put the attendee on "hold" first and then remove.
- Use the lock meeting feature so that no one else can come into the meeting after it has started.
NOTE: You can find these actions when clicking on the more or "..." options after scrolling over the participants name/information.
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Issues that cannot be handle via normal moderation , should be reported to the Community Architects. Please email community-architects@hyperledger.org.
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