[workflow/doc] how to host community call steps

website/community/how-to-contribute/hosting-community-calls.md

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+---
+title: Hosting Community Calls
+sidebar_position: 5
+---
+
+# Hosting Community Calls
+
+Fluss hosts monthly community calls on the **last Friday of each month** to accommodate contributors across the world time zones. These calls are an opportunity for the community to connect, share updates, discuss roadmap items, and collaborate on the project's future. Check the [Community Events Calendar](https://calendar.google.com/calendar/u/0?cid=Y19mOGNmOWMzZGM0MTlmYjllOGJiNGMxNjQ4NzViMmNmZjQyMmE2NzUxMGVhMzc4OGY5ZmIzODE5YzY2N2ZjNmQxQGdyb3VwLmNhbGVuZGFyLmdvb2dsZS5jb20) for upcoming call schedules.
+
+Any community member can volunteer to host these calls. This guide provides step-by-step instructions for hosting and documenting community calls using [Fathom.ai](https://www.fathom.ai/) for automated recording and note-taking.
+
+:::tip
+All community workflows in Fluss are transparent and documented, similar to our [release process](/community/how-to-release/release-manager-preparation). Anyone can take on the role of call host by following this guide.
+:::
+
+## Prerequisites
+
+- Personal Gmail account (recommended over work email to avoid restrictions)
+- Access to Fluss community Google Meet link
+- 10 minutes for Fathom.ai setup
+
+## Announce the Community Call
+
+A week or a day before the call, post this message in [#general Slack channel](https://apache-fluss.slack.com/archives/C07FCUA8SKS):
+
+```
+Hi everyone 👋
+
+We're excited to invite you to our upcoming Fluss community call on Friday, [DATE].
+Please feel free to join and bring along any topics or agenda items you'd like to discuss.
+
+In this community call, we'll be discussing [TOPICS - e.g., Fluss 0.9 release, key takeaways,
+and what's ahead as we move toward 1.0].
+
+It's a great opportunity to share your feedback, bring in real-world production insights,
+and help shape the priorities that matter most to the community.
+
+Looking forward to the discussion and hearing your thoughts!
+
+Join using: [Google Meet Link]
+📅 Time Zones:
+- Europe (CET): 9:00 – 9:45 AM
+- India (IST): 1:30 – 2:15 PM
+- China (CST): 4:00 – 4:45 PM
+- US (PDT): 1:00 – 1:45 AM
+
+📝 Add discussion points here: [Community Sync Google Doc]
+```
+
+## Set Up Google Doc for Agenda
+
+Before the call, update the [Community Sync Google Doc](https://docs.google.com/document/d/DOCUMENT_ID) with:
+
+```
+## Community Call - [DATE]
+
+
+### Discussion Topics
+
+#### Community Member Topics
+- [Members add what they want to discuss]
+-
+
+### Meeting Notes
+[Will be added after call from Fathom recording]
+
+
+### Recording
+🎥 [Fathom link - will be added after call]
+```
+
+:::note
+The Google Doc is **mandatory** - it allows participants to add discussion points before the call and serves as a permanent record.
+:::
+
+## Setting Up Fathom.ai
+
+[Fathom.ai](https://www.fathom.ai/) is a free AI-powered meeting assistant that records, transcribes, and summarizes Google Meet calls.
+
+### Account Creation & Setup
+
+1. Visit [https://www.fathom.ai/](https://www.fathom.ai/) and sign up with your **personal Gmail account**
+2. Download and install the [Fathom desktop app](https://www.fathom.ai/download)
+3. In the Fathom dashboard, go to **Settings** → **Integrations**
+4. Connect your **Google Calendar** and **Google Meet**
+5. Enable **Auto-record** in Settings → Preferences
+
+:::warning Personal Email Sign-Up
+When signing up with a personal email (gmail.com, yahoo.com), Fathom requires you have **at least one meeting scheduled in the next 7 days**. If you don't have a meeting scheduled, Fathom may block your account creation.
+
+**Solution**: Make sure the Fluss community call is scheduled in your Google Calendar before signing up.
+:::
+
+## During the Community Call
+
+1. Open the Fathom desktop app
+2. Join the Google Meet call
+3. Fathom's notetaker bot will appear in the **waiting room** - admit it to the meeting
+4. From the Fathom desktop app, click **Record** to start recording
+5. Announce to participants that the call is being recorded
+
+:::note
+Only the **meeting host** can admit the Fathom notetaker from the waiting room.
+:::
+
+## After the Call
+
+Fathom will automatically generate:
+- Full transcript
+- AI summary
+- Key highlights and action items
+
+## Sharing Meeting Notes
+
+### 1. Update Google Doc (Mandatory)
+
+1. Go to the [Fathom dashboard](https://app.fathom.video/) and find your recording
+2. Copy the Fathom recording link (click **Share** → set to "Anyone with the link")
+3. Update the [Community Sync Google Doc](https://docs.google.com/document/d/DOCUMENT_ID):
+   - Copy and refine the AI-generated summary from Fathom
+   - Add action items with owners
+   - Paste the Fathom recording link
+
+### 2. Post to Slack
+
+Post in the [#general channel](https://apache-fluss.slack.com/archives/C07FCUA8SKS):
+
+```
+📞 Community Call - [Month Day, Year] Summary
+
+Thanks everyone who joined! Here's a quick recap:
+- [Key point 1]
+- [Key point 2]
+- [Key point 3]
+
+🎥 Recording: [Fathom Link]
+📝 Community sync Notes: [Google Doc Link]
+
+Next call: [Date]
+```
+
+### 3. Email to Mailing List
+
+Send to dev@fluss.apache.org with subject: `[Community Call] Summary - [Month Year]`
+
+Include:
+- Brief summary
+- Recording link
+- Google Doc link
+- Action items
+
+## Questions?
+
+For questions about hosting community calls, reach out on:
+- [Slack #general](https://apache-fluss.slack.com/archives/C07FCUA8SKS)
+- Mailing list: dev@fluss.apache.org
+
+Thank you for volunteering to host community calls!