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Bob Killen
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Update calendar guidelines
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Diff for: ‎communication/calendar-guidelines.md

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Project meetings are a life line of the Kubernetes project but calendaring is hard. Use this guide to help you navigate though the trickiness of calendars and learn from our fails.
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PR in your favorite tip that can help others or if you have an example other than gmail.
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# Calendar Guidelines
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### "I'm a chair for a SIG or WG and need to set up a meeting":
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//This may change with the addition of a gsuite but this is the current best state
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*This calendar creation process will allow all of your leads to edit SIG/WG Meetings.*
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Project meetings are a life line of the Kubernetes project. Consistent
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calendaring is a challenge with many different clients, corporate policies,
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time zones and various iterations of Daylight Savings Time. This guide should
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help you navigate some of the common pitfalls and provide some tips & best
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practices.
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1- Use a poll service like doodle.com that will help you get a good pulse on your community and when they can meet
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2- Create a new shared calendar in the meantime as 'SIG Foo Shared Calendar'
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This is important as we all change jobs, email addresses, and take breaks from the project. It will allow you to transfer the ownership to the shared calendar and then the rest of your team can edit it at anytime. [example of a shared calendar with google calendars: https://support.google.com/calendar/answer/37095?hl=en]
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3- Access permissions and sharing:
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* Make all event details publicly accessible. Do this from an account that won't have problems with sharing and posting information publicly. This is important and you should test this first if you are not using a personal account like gmail. //TODO add a pic
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* Share it with full rights ("make changes and manage sharing” on gmail) to: your SIG/WG lead mailing list and [email protected]. With great power comes great responsibility, let your other chairs know they can accidentally delete a calendar if they are trying to delete it from theirs.
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* Lastly, share with view permissions only (“see all event details”) to: your SIG/WG mailing list
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Please feel free to PR in your favorite tips and tricks that may help others.
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4- Once you have a time cadence settled from your members, create a calendar invite with the shared calendar as the owner. //TODO add a pic
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5- Name it “SIG/WG Foo [Time Cadence ex: Biweekly] Meetings”
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6- Sharing: Public (note: most gmail will have a 'default visibility' setting that automatically is turned on. Default visibility is usually not public and will need to manually scroll to public)
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7- Include your meeting notes, zoom information, and any other pertinent information that you want your SIG/WG to know.
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8- Invite your SIG/WG mailing list and [email protected] (Why this weird address? This is a public calendar that will be used to populate calendars on various sites)
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/end
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- [Establishing a New Meeting](#establishing-a-new-meeting)
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- [Testing Permissions](#testing-permissions)
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- [Transferring Ownership](#transferring-ownership)
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- [Tips](#tips)
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- [Viewing Kubernetes Project Calendars](#viewing-kubernetes-project-calendars)
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- [Adding Events to Your own Calendar](#adding-events-to-your-own-calendar)
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- [Troubleshooting](#troubleshooting)
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- [Permissions Impacted After Changing Positions or Role](#permissions-impacted-after-changing-positions-or-role)
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### "I'm a chair and the person that created the meeting is either no longer with the project or no longer at employer that holds the invite"
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If you have a shared calendar with edit rights to other chairs, leads, etc., they can edit the invite and migate the situation. Also check with folks on the [email protected] team.
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If there is no shared calendar and still one owner, ask the person to transfer it to a shared calendar or you'll need to recreate one.
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Best advice here is to recreate one. It won't hurt to recreate a meeting invite every few months anyway to refresh the group.
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## Establishing a New Meeting
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### "I'm a contributor and want to see one of/all of the SIG calendar(s)."
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* All of the SIGs and WGs have meeting agendas with detailed information at the top. You can get this information from the SIG/WG list. Join their mailing list for the most up to date calendar invites. Chairs will always invite the entire mailing list to events.
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* To see all of the meetings on one calendar: https://calendar.google.com/calendar/embed?src=cgnt364vd8s86hr2phapfjc6uk%40group.calendar.google.com&ctz=America%2FLos_Angeles
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_"I'm a chair for a SIG or WG and need to set up a meeting."_
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## Permissions Tips
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#### If you are creating calendar events:
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Make sure your work account doesn't have restrictions for public viewing of calendar invites you create. Test this with other contributors before sending it to mailing lists if you are unsure. This would be for both the calendar entry itself and the shared calendar if you are the chair creating it.
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If this is the case, use a personal account (ex: gmail).
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This procedure will create a calendar that allows for you and all your SIG/WG
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Chairs or Tech Leads to edit and manage the meetings.
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#### If you are viewing calendar events:
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TODO
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**NOTE:** As of March 2019, this is the current best practice. However with the
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addition of [gsuite], this practice may change soon.
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## Misc Tips
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Don't copy calendars if you can help it. Copying the calendar onto your calendar will prevent you from getting updates like a canceled meeting.
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Always join a SIG/WG mailing list thats of interest and our main contributor list - [email protected]. Accept the invite from the sender and you'll have the updates.
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1. Use a poll service such as [doodle] that will help you get a good pulse on
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your community and when they can meet.
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2. Create a [new shared calendar] titled "[SIG|WG] Foo Shared Calendar" from
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a gmail/google account that will not have problems sharing or posting
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information publicly. This may mean using a personal gmail account if your
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corporate policies restrict sharing. See [Testing Permissions] to validate
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you can share your calendar.
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- Creating a shared calendar is essential. If you change jobs, email
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addresses, or take a break from the project it allows for a smooth transfer
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of ownership.
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3. [Configure access permissions and sharing:]
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- Make all event details publicly accessible.
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- Share it with full rights ("make changes and manage sharing”) to your SIG/WG
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lead mailing list and [email protected].
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- Let your other chairs and leads know they can accidentally delete a calendar
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while trying to delete it from theirs.
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- Share with view permissions only (“see all event details”) to your SIG/WG
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mailing list.
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4. Once you have a time cadence settled from your members, create a calendar
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invite with the shared calendar as the owner. Configure it with the
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following settings:
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- Name it “[SIG|WG] Foo [Time Cadence ex: Biweekly] Meetings”.
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- Set sharing to public. **NOTE:** most gmail accounts will have a "default
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visibility" setting enabled. Default visibility is usually "private" and
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will need to be set to "public".
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- In the calendar invite body - include your meeting notes, zoom information,
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and any other pertinent information that you want your group to know.
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- Invite your SIG/WG mailing list and the Kubernetes Community Public
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Calendar address: `[email protected]`
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If a chair is offboarding, ask them to transfer the ownership so there isn't a ghost calendar invite on your members calendar.
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//TODO - tip about timezones
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### Testing Permissions
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Make sure your work account doesn't have restrictions for public viewing of
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calendar invites you create. If you are unsure, test this with other
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contributors before sending it to mailing lists. This is applicable for both the
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calendar entry itself and the shared calendar if you are the chair creating it.
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## Transferring Ownership
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If a chair is offboarding, ensure that shared calendar permissions are
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configured. Once the calendar has been migrated, send out a new invite to ensure
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there are no possible ghost-entries in member's calendars.
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## Tips
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### Viewing Kubernetes Project Calendars
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_"I'm a contributor and want to see one of/all of the SIG calendar(s)."_
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Public Kubernetes Events can be seen on the [Public Community Calendar].
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All of the SIGs and WGs have meeting agendas with detailed information at the
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top. You can get this information from the [SIG/WG list]. Join their mailing
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list for the most up to date calendar invites. Chairs will always invite the
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entire mailing list to their events.
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### Adding Events to Your own Calendar
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Don't copy calendars if you can help it. Copying the calendar onto your calendar
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will prevent you from getting updates like a canceled meeting. Join the main
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[contributor mailing list] and any [SIG/WG list] that is of interest.
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Accept the invite from the sender and you'll have the updates.
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## Troubleshooting
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### Permissions Impacted After Changing Positions or Role
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_"I'm a chair and the person that created the meeting is either no longer with
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the project or no longer at an employer that holds the invite"_
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If the calendar was created as a shared calendar with edit rights granted to
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other chairs and leads they should be able to edit the invite and migrate
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ownership without issue. If you do not have permissions, check first by sending
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an email to [email protected]. Permissions may have been granted that team
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and they will be able to facilitate the change in ownership.
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If there is no shared calendar and still one owner, ask the person to transfer
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it to a shared calendar or you'll need to create a new one. In these cases it
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often best to just create a new one to avoid any possible issues with the
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previous calendar. It doesn't hurt to recreate a meeting invite every few months
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to refresh invites sent to the group.
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[gsuite]: https://github.com/kubernetes/community/issues/3362
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[doodle]: https://doodle.com
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[testing permissions]: #testing-permissions
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[new shared calendar]: https://support.google.com/calendar/answer/37095?hl=en
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[configure access permissions and sharing:]: https://support.google.com/calendar/answer/37082?hl=en
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[SIG/WG list]: /sig-list.md
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[Public Community Calendar]: https://calendar.google.com/calendar/embed?src=cgnt364vd8s86hr2phapfjc6uk%40group.calendar.google.com&ctz=America%2FLos_Angeles
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[contributor mailing list]: https://groups.google.com/forum/#!forum/kubernetes-dev

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