The Session Organizer is the person who has been selected by the Client to organize sessions.
In general, the Client should also assign Deputy Session Organizer(s) in case that the Session Organizer is absent for whatever reason, so those individuals should have edit permission for the Calendar to make modifications.
The Session Organizer is responsible for:
Setting the meeting as a one-off or recurring meeting, see Scheduling
Ensure you've added your Video Conferencing tool
The Session Organizer should reschedule a session as follows:
Ensure to change the date/time of the affected calendar entry
Ensure to fill in the reason for rescheduling
The Session Organizer should avoid these mistakes:
Session Organizer should make sure they're modifying just ONE calendar entry, and NOT the whole series
Session Organizer should move the time of the calendar entry, and not delete then create a new one
Ensure that participants know how to use the Calendar:
How to turn on calendar notifications
How to accept/decline meeting requests
How to use out-of-office settings (to auto-decline meetings) in case of absences, including writing message which explains the reason for out-of-office setting (e.g. Vacation)
Ensure that participants have familiarized themselves with the guidelines in Teams because those guidelines are linked to contractual terms (guidelines regarding session rescheduling and cancellation have been translated based on contractual terms)
Ensure that they have provided any necessary training to the participants regarding the usage of the Calendar, including any necessary how-to documentation
Communicating with participants in case of anything affecting the schedule
Manage a page containing Public Holidays and other non-working days for the Session Participants, and preferably update their own calendar with all those dates
Access the page containing Optivem Public Holidays and other non-working days; see Holidays
You can choose any tools you wish; the common ones are Zoom, MS Teams, and Google Meet.
Please note: we do not recommend Google Meet due to low quality for code screen share.
You or your team feel free to record any sessions that they wish.