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YouTube meeting recordings

Use this workflow to archive and upload a club Zoom meeting recording. It applies only to meeting recordings, not other club videos.

Obtain and archive the recording

  1. Open the authorized Zoom recording link. If access requires a passcode, sign-in, CAPTCHA, or other security check, have an authorized person complete it. Do not enter, store, or bypass credentials or challenges.
  2. Identify the requested recording variant before downloading. For a gallery-view request, choose the file labelled Shared screen with gallery view (or its current equivalent), not active-speaker, shared-screen-only, audio-only, chat, transcript, or caption files.
  3. Download the selected MP4 and wait for it to finish. Confirm the file is no longer growing or marked partial, and verify its duration or another visible recording attribute. Do not substitute an older download merely because its filename is similar.
  4. Use the date confirmed by the invitation or recording details. Archive the verified file in {Club Meeting Recordings Folder} as SF Fil-Am Lions Meeting YYYY-MM-DD.mp4. Preserve the downloaded source until the archive has been verified; do not delete a source or prior archive without explicit authorization.
  5. Re-check the archived file's size and, when practical, its media duration or checksum. Record the archive path, meeting date, and selected Zoom variant in the completion report.

Upload and verify

  1. In YouTube Studio, select the official club channel. Verify the channel name before uploading; do not use a personal account or a similarly named channel.
  2. Upload the archived gallery-view MP4. Wait for processing and copyright checks to make the video eligible for publishing. Resolve a rights notice before proceeding; do not treat an unresolved notice as clear.
  3. Use the title SF Fil Am Lions Meeting YYYY-MM-DD unless the user provides a different title. Compare recent club meeting uploads to retain the established naming and visibility convention.
  4. Set visibility to Unlisted unless the user explicitly requests another setting. Preserve audience, description, playlists, and other metadata unless asked to change them.
  5. Save and verify from the video-details page: title, duration, custom filename, official club channel, and Unlisted visibility. Record the video URL in the completion report.

Create and apply a meeting thumbnail

  1. Use the named {Club Video Thumbnails} Google Slides deck as the authoritative template. Edit it in place only when directed; otherwise create a working copy before changing a template.
  2. For a recurring meeting thumbnail, duplicate a previous slide from the same dated thumbnail family. Preserve layout, colors, club mark, typography, and 16:9 geometry; do not rebuild the design from scratch.
  3. Replace only the date text and, if necessary, the event label. For example, an installation recording may use August 9, 2025 and Installation rather than a generic meeting label. Keep text editable and preserve the established style.
  4. Render the finished slide at 16:9, normally 1600 × 900 pixels. Inspect it for the correct date, event label, readable text, and intact club branding before uploading.
  5. On the matching YouTube video-details page, choose Upload file under Thumbnail and select the rendered image. Save and verify the custom thumbnail is visibly selected. Do not change unrelated title, visibility, audience, description, playlist, or video settings.
  6. For a request to fill missing thumbnails, first identify each exact video by title and date. Create one corresponding dated slide and one thumbnail for each verified video. Do not infer a date or apply a thumbnail to an ambiguous or unrelated upload.

Completion report

Report the selected Zoom variant, archive path, YouTube title and URL, visibility, and every video or thumbnail date updated. State whether the Slides deck was edited in place or copied, and list unresolved processing, rights, date, or channel-selection issues separately.