Calendaring and Scheduling

Introduction

VIDEO

1 goto Zoom.us > will be logging in as anchorcircle (see credentials in document)
2 goto Profile > show UTC (to avoid adjusted daylight savings time) and HOST CODE (to share)
3 goto Meetings
4 click schedule a meeting
5 Enter topic, date, duration, KEEP TIMEZONE, recurring? 20 periods!, passcode
6 Add to Google Calendar

7 Log in as calendar@hypha.earth Google account
8 Switch to the Hypha calendar
9 Locate your new calendar event - make sure no overlaps
10 Open the event and edit change the calendar, add guests
11 Save it, DONE!

So, you want to schedule a Zoom meeting? We have a limited amount of Zoom licenses, so a meeting can only be scheduled as a member of a specific circle in Hypha. Once you have confirmed the circle, open the Google circle calendar and make sure your meeting does not overlap with existing meetings (licenses do not allow concurrent meetings).

Here's what you can do:

Attend a Zoom meeting
Add a Zoom meeting
Edit a Zoom meeting
Add the Google Calendar
Edit the Google Calendar

Attend a Zoom meeting

To attend a Zoom meeting, find your link in the circle calendar. If you have not added the circle calendar, see the steps below. Once the meeting is starting, click on the URL for the Zoom call.

Now you can:

Join the Zoom meeting with password "hypha"
Wait for the host to join the Zoom meeting
Become a host at the meeting by using the host code "xyz"

During the meeting you can

Raise your hand by clicking..
Make someone else a co-host (to share screen) by clicking..

Add a Zoom meeting

To add a Zoom meeting, you need access to Zoom. For access credentials, see Access Your Password Locker below. Once you are logged into Zoom you can:

schedule a new meeting by ...
share the meeting on the circle calendar by
change the meeting by

Link to the Google Calendar

If you have not done so, click on the following link to add the circle calendar to your personal Google calendar.

# How to create a Zoom meeting

Log into Zoom under the correct Zoom CIRCLE account.

After you have successfully logged into Zoom, schedule your meeting.

MAke sure you have selected
Timezone: GMT +0.00 UTC
Checkbox: Recurring meeting (if you repeat it every week)
Security: passcode
Alternative hosts: enter any emails of alternative hosts here. The host must be present at the meeting before anyone else can join the meeting. To log in as host, you must log into Zoom as the CIRCLE HOST.

After you have scheduled your meeting, share the invite on the Google CIRCLE calendar.

(click on button)

To add the invite to the correct CIRCLE calendar, you need to do two things:

1. Switch your Google calendar to the CIRCLE calendar account.

(image)

2. Open the invite that was created and switch the calendar to the correct Google CIRCLE calendar. Save it

(image)

# How to set up a Locker account

RUN THE MEETING
SUBSCRIBE TO CALS
https://guide.hypha.earth/books/managed-services/page/hypha-uber-and-circle-calendars

Edit the Google calendar

To add a calendar event (or remove a meeting), you need access to the Google calendar. For access credentials, see Access Your Password Locker below. Once you are logged into Google you can:

edit or remove a calendar entry
check on the correct timezone of the meeting (important!)

Access the Password Locker

Please decide who can access the passwords for Zoom and Google account in your circle. While we suggest the Lamp Lighter is a good candidate, it can be anyone in the circle. It is good practice to grant 2-3 people access to the passwords.

If this is the first time using the password locker, do this...

To access the passwords for the circle, click here...

link to collection

Other Circle Homepages

You can see other homepages here:

circle
circle
circle