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Indico: How to post an event, How to handle keeping Zoom passwords private,How to restrict a meeting


11.0 - Updated on 2022-03-22 by Heath O'Connell

10.0 - Updated on 2022-03-22 by Heath O'Connell

9.0 - Updated on 2022-03-21 by Heath O'Connell

8.0 - Updated on 2021-11-05 by Marcia Teckenbrock

7.0 - Updated on 2021-02-19 by Carlos Salazar (Inactive)

6.0 - Updated on 2021-02-04 by Margherita Wiersma

5.0 - Updated on 2021-02-02 by Margherita Wiersma

4.0 - Updated on 2020-11-19 by Marcia Teckenbrock

3.0 - Updated on 2020-10-30 by Marcia Teckenbrock

Intended for:

Indico Users: Users who want to use Indico to create events and post information.


Scenario/Use case:

Create an Indico event, public or protected and communicate Zoom meeting information.



How to post an event
To post an event you must have either an indico local account or be able to use SSO into FNAL.
If the category is protected you must contact the managers who are posted on the category page, unless you have been already added to the list of people who can post events.
If the category is public, but the event creation is restricted then you will not be able to add an event and you will still need to contact the category managers.

How to post an event under the Conferences, Workshops, and Events
If you think the event is appropriate for this category, you must contact the Fermilab Conference Office. Contact to initiate an Indico event (page) under this category. Only current Fermilab employees may open up an event after following the process with the Fermilab Conference Office. If you are not a Fermilab employee and would like to request your meeting be posted on the Fermilab Indico site, please contact Any meeting that is opened without prior approval will be immediately removed from Indico.

How to handle keeping Zoom passwords private
You must NOT post the zoom information using the 'Venue' field. You should send the information via email to the collaborators.
You must follow Fermilab Zoom policy posted at

How to restrict a meeting
If you are an event manager you should do the following:
a) Go to the manage event (pencil marker on the event page).
b) Select 'Protection' from the side menu option.
Select the 'Protection mode' :
If the category is already 'Protected', you can select 'Inheriting'.
or you can explicitly set it to 'Protected'.
You will need to add people who are allowed to access the event. You can specify what the user can do.

The people in the list will need to login before they can see the event using either their indico account or FNAL SSO.

Alternatively, you can also create a password, or 'access key' in Indico's terms: in this case, any user who has been given that password could access the event even if s/he does NOT have an indico account.