This document covers the aspect of different meetings organization at AsyncAPI.
To schedule a meeting, you need to be:
- one of the licensed Zoom users associated with the AsyncAPI Zoom account. It is required because only licensed users can start meeting, live transcripts, and streaming.
- GitHub Action workflow for
Ad Hoc
meeting scheduling should be updated. Newly licensed users should be added as alternative hosts. - a member of GitHub team called meetings-organizars. It is required because only maintainers of the given repository can manually trigger GitHub Actions workflows. This group has a
Maintain
role in thecommunity
repository where meeting automation is implemented. - a member of a team in the AsyncAPI Restream account. It is required because hosts must log in to Restream before they start streaming the meeting from Zoom and modify the stream's title that will show up on social platforms.
- a member of the AsyncAPI YouTube account. It is required because after the meeting is over, hosts need to add live their stream recording to the proper YouTube Playlist to improve recording discoverability.
Regular
meetings: regular meetings with a dedicated area of interest and individual brand (Examples:Community Meeting
orThinking Out Loud
)Ad Hoc
meetings: meetings for topics that do not match any regular meetings and should be organized separately. Every official AsyncAPI Zoom licensed user should have the right to schedule it.
- Go to Actions tab
- Select one of the workflows that start with Schedule. Choose one that represents the meeting you want to schedule.
- Click the Run workflow button.
- Provide data required by the form and click the Run workflow button within the form.
We have an automated workflow in place:
- Automation starts after clicking Run workflow. (Unless there is another GitHub Actions outage and proper events are not delivered to automation 😃 )
- It creates a new meeting in Zoom. It is by default configured to support live streaming
- It creates a GitHub issue with all details about the meeting
- It creates a new Google Calendar entry with special metadata containing the GitHub issue number
- It sends a tweet with information about a newly scheduled event
Technically there are two types of meetings:
- Zoom-first: Meeting takes place on Zoom and through integration with Restream.io it is streamed to different channels. These meetings happen on Zoom to enable as many people as possible to join live conversation.
- Restream-first: Meeting takes place on Restream and is is streamed to different channels. These meetings are focused on showing or explaining some topic without live audio conversation with the audience.
This is what you need to do to kick it off:
-
Start your meeting by opening a Zoom meeting. Make sure you are logged into Zoom with your AsyncAPI licensed account.
-
Log into Restream.io and select
Set up for OBS, Zoom, etc.
option: -
Click
Update Titles
card: -
Provide title and description:
- Title for the live stream that corresponds with the meeting you just started,
- Meeting description must be provided even if the field is empty, otherwise the old one from other streams will be used.
-
In Zoom, click the
Live Transcript
button to start transcribing the meeting: -
Confirm transcriptions with
Enable
button: -
Click
More
: -
Select
Live on Custom Live Stream Service
option to start streaming to Restream and, therefore, to official AsyncAPI social networks:
You need to first start with YouTube, even though Restream can directly stream there. It is because by
This is what you need to do to kick it off:
-
In YouTube click on your profile picture and select
Switch account
: -
Select
AsyncAPI
. If you do not see it on the list, means you did not have all access rights needed to setup a live stream: -
Click on
Create
and selectGo live
: -
Once new live stream is created, in the list of
Upcomming
streams, clickView in Live Control Room
icon next to your live stream: -
Enable
Closed captions
: -
Log into Restream.io and select
Start with Studio
option: -
After enabling audio, video and providing name, you will see a Restream Studio.
-
Edit
the title and description of the stream: -
Provide title and description and click
Next
:- Title for the live stream that corresponds with the meeting you just started,
- Meeting description must be provided even if the field is empty, otherwise the old one from other streams will be used.
-
Edit
YouTube destination: -
Make sure you do not create new event but you select the one you already created on YouTube, with closed captions on:
-
You are ready to
Go Live
Once the meeting is over, if applicable:
- Provide related GitHub Issue meeting notes and then close the issue.
- Login to YouTube and add the recorded live stream to the respective YouTube Playlist.
Subscribe to the AsyncAPI Newsletter to get information about upcoming meetings.
We have an automated workflow in place:
- Automation starts every Friday at midnight
- It gets information from Google Calendar about all the meetings scheduled for the upcoming week
- It schedules a MailChimp campaign to send emails with a list of meetings. It's sent on Friday at 11AM in the subscriber's time zone
If you need to cancel a meeting, simply close the corresponding meeting issue.
We have an automated workflow in place:
- Automation starts when the GitHub issue is closed
- It checks if a closed issue represents a future event
- It removes meetings from the AsyncAPI Google Calendar
Start discussion in community repository. Explain the idea and justify why it requires a separate meeting. We currently have approval from the Technical Steering Commitee to pay for up to 8 Zoom licenses.
Once a new meeting is approved, add a new workflow like this one and a new GitHub issue template like this one.
Once your Regular
meeting gets approved, contact Fran Mendez
so that he can give you access to all required tools.