Tips for creating and managing Indico meetings

To create a meeting from scratch:

Starting for the LHCb "This week meetings" menu, browse until you reach Home > Experiments > LHCb Meetings > LHCb-UK

You should be able to see a list of events "in this category" and on your right a small section call "Tools". At the bottom of this box, there is "Add Events" and the options Lecture, Meeting, Conference. Click on Meeting.

If you get lost at this point, this link should take you up that point:

http://indico.cern.ch/categoryDisplay.py?categId=3l139

Now you are requested to logon the system (use your NICE information)

Proceed to fill in your meeting information. Provide a Title, Room, Start date, etc. Once you are ready submit this form by clicking on "Ok". Indico creates your meeting and you can now start adding Sessions and Contributions.

Now you have an empty event, you should be able to see 4 little Icons next to the title. They are self explanatory. The important one is the one labeled "modify this item". Click on it.

You have reached the main modification menu. It has 10 tabs among which the most used are: Main, Timetable, Protection and Tools. You can explore the other ones but we don´t use them. Click on Protection.

Protection

Since we are going to use keys for modification and access, it is recommended to set a manager or a set of managers who can access/modify the meeting in case something goes wrong with the keys. You are given the option to add/remove (at the moment we have Franz and me).

• We use a Modification key: this is to facilitate everyone in our group to add contributions and their presentations without having to logon to NICE.

• If needed, "The Access control" should be set to PRIVATE and an Access key provided.

TIP: to make things easy, just set both keys equal.

To clone a previous meeting

Find a previous event. Give your access key and then click on "manage" from the top line. Click on the modify item icon and then go to the Tools section and apply the Clone this meeting: three options are provided:

- Clone the event only once at the specified date: if only one event is required

- Clone the event with a fixed interval: this is the one we would use to create our weekly meetings

- Clone the agenda on given days: if a specific day of the month is required

On your right you should see some options. The default selection is fine for what we need.

Alarms (Reminders)

You can set as many alarms as you want. My preference is two: one on Monday and the second on the day before. If you have created the meeting from a previous one, I believe there should be at least one. Click on it. You are given three options as to when this reminder should be sent. These alarms are sent from the email associated to the person who created the event. The recipient should be the lhcb-edinburgh mail list. We like to add an "Additional note":

"If you want to give a presentation or have an item for discussion, please send an email to Franz and Stephan".

There is the option to include the agenda in the email reminder.