Fwd: Updates to the APECS Zoom system

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From: APECS International Directorate <info@apecs.is>
Date: Tue, 10 Feb 2026 at 18:40
Subject: Updates to the APECS Zoom system
To: Project Groups + Council <council-pg-members@apecs.is>

Dear all,

We would like to inform you that we have made some changes to the APECS Zoom system to address feedback and experiences with the setup that was in place until now. While we will continue to provide the opportunity for any APECS groups to use this Zoom account for internal meetings or public events, we have set up a new system that should make the booking process easier and faster. Please note that this Zoom account can be used for meetings related to APECS but not for any personal meetings.

From now on, you can book Zoom meetings through this link. This new system will either lead you to a scheduling system through which you can get a Zoom link for any internal meetings (e.g. for Project Group or Council meetings) automatically and immediately, or, in case you want to use the APECS Zoom for a public event, forward you to a separate form.

This is the process for using the new Zoom booking system for an internal meeting:

Step 1: Fill out the scheduling form 

Step 2: You will receive a Zoom link automatically via email*

Step 3: Distribute the link to those you want to invite to the meeting**

*Please wait briefly and also check your spam folder if you do not receive a link immediately - it should arrive within a few minutes.

 

**We recommend that meeting organizers not only share the Zoom meeting details via email, but also create and send a calendar invitation. This helps ensure that the meeting is clearly listed in participants' schedules and reduces the risk of missed or overlooked meetings.  

Only one meeting can take place at any given time through the APECS account. You will be able to see the availability of the Zoom account directly in the booking process, i.e. timeslots that are already taken cannot be booked again. Please note that even though you are now technically able to book meetings with a very short turnaround, you should still not wait until the very last minute to book. Please request the Zoom session as soon as you know the date of the meeting.

It is not mandatory to use the APECS Zoom account for APECS meetings. If you choose to use a different meeting service, e.g. through any personal or work accounts, please ensure that all members of your group have the ability to join. 

You can continue to use any sessions that have already been set up and we will handle all requests that have been submitted through the old booking system until now, so you do not need to resubmit requests you sent in earlier. The previously used Zoom booking link and calendar will be removed from the APECS website. We recommend bookmarking the new Zoom scheduler link  in order to have easy access to it. If you need to cancel or change a meeting, contact us at info@apecs.is. 

For booking Webinars or other public events, you will also need to go through the form in the above link, but then be redirected to a Google form, where you will be asked for additional information. The Directorate team will then follow up and create the Zoom session for you. 

Please let us know if you encounter any issues with this new system. We hope these changes make setting up APECS meetings more convenient for you moving forward!

Best regards,

Laila 

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Laila Pellennec (she/her)

Directorate Officer

APECS International Directorate

Association of Polar Early Career Scientists (APECS)

Based at UiT The Arctic University of Norway

In partnership with the Norwegian Polar Institute and the Fram Centre
Web: www.apecs.is

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