Meetings

The goal here is to maximize transparency in the organization and minimize meetings to coordinate.

Project retrospectives

Each project decides how they work, but here’s a good default:

• Keep a meeting with the full team every 2 weeks.
• Use Jitsi for video conferences.
• Use calendar invites to your team members for announcing place and time. While waiting for the others to join, please pick and announce the retro template for today’s meeting.

The following topics may be discussed during our d-centralize flavored retro:

• Agenda
• News & Notes
• Demo time
• Retrospective
• Pending actions
• New actions

In order to be transparent, accountable and accessible to other d-centralize project members not in your team, meeting notes on Next drive are encouraged.

Stable meeting links

For recurring calls you can give yourself a permanent personal Jitsi room instead of a fresh link each time. Pick a short, lowercase room name (your slug); the examples use kvdb. A room has two links:

• Visitor link - share this (calendar invites, chat, signature): https://meet.d-centralize.nl/kvdb. Visitors open it, set their name, and wait in the lobby until you start the room - they cannot start a meeting themselves, so a room is never open without a host.
• Host link - bookmark this and open it to start the meeting: https://meet.d-centralize.nl/oidc/auth?state=%7B%22room%22%3A%22kvdb%22%7D. It signs you in with your d-centralize account and drops you into the room as moderator, with your display name filled in from your account. The encoded part is {"room":"kvdb"} - change the name to your slug.

Always start from your host link: opening the plain visitor link yourself lands you in your own lobby as a guest.

Internal rooms (no guests)

Prefix a room name with dc- to make it employee-only. Anyone with a d-centralize account who opens https://meet.d-centralize.nl/dc-standup is signed in automatically and joins as moderator - no host link, no lobby, no waiting. Guests without an account are refused, so an internal room can never be joined from outside.

Use this for internal meetings such as team standups. Do not give a dc- name to a call with external guests or clients - they would be locked out; use a normal room name (visitor link + lobby) for those.

Call problems (no audio or video)

When a call connects but you cannot see or hear the other side (and they cannot see or hear you), the usual cause is a browser extension blocking call media. VPN and privacy extensions (PureVPN, ad blockers with “WebRTC leak protection”) silently forbid the UDP traffic that carries audio and video, while joining and chat keep working.

• First test: open the room in a private/incognito window, where extensions are disabled. If the call works there, an extension is the culprit - disable its WebRTC protection (or the whole extension) for normal windows.
• This applies to invited guests too: ask a guest who cannot see or hear anyone to try a private window first.
• Still broken? Report the room name and the time of the call to infra - the server logs show which side failed within minutes.