Create events, invite researchers and find recordings and notes.
Reviewed · 2026-10-12
On this page · 8
1. Prepare a calendar
A platform/lab administrator opens Profile → Lab management → Shared calendar settings. In Google Calendar, My calendars → ⋮ next to the calendar → Settings and sharing → Integrate calendar → copy Calendar ID into LUNA and save. Use the actual email-shaped Calendar ID; do not enter the alias primary. Connect a Google account that can write to this calendar. Other researchers should ask the calendar administrator.
2. Create an event and Meet
Calendar → Create event → Connect Google event creation permission. Choose an account and allow calendar event access. Read-only authorization cannot create events. Return to the form and choose the calendar, title, start and end. New dates default to today, so check and adjust them. Times are in Seoul time; all-day events include the chosen end date. Enable Create Google Meet to request a meeting link. After saving, use Copy link in the Google Meet card to copy just the meeting address. LUNA checks briefly while it is being created; Check meeting link only reads the existing event. In Invite researchers, search by name and select an email chip. The invitation address comes from Edit my profile → Google Calendar invitation email, or the profile email if left blank. Enter external guests under Additional invitation emails. Duplicate addresses are invited once. In Memo use [[title to find material or @username to select researchers. Select multiple grants/projects/researchers and add tags with commas. Confirm creation and invitations → Save writes a real Google event. Recurrence is not supported.
3. Recordings, transcripts and manual links
Google Meet recording/transcription availability depends on the host’s Workspace permissions. LUNA does not start recording. When Google adds recordings or Gemini notes as event attachments or description links, the next sync displays them as meeting resources. Google processing may take time. If missing, first inspect the original event attachments. For a manual link: Drive file → Share → Copy link → LUNA event/material → Edit classification and related items → Recording or Transcript/notes link → Save. Viewers also need permission on the original Drive file.
4. Verify changes and avoid duplicates
After saving, inspect the original Google Calendar event for title, times, guests and Meet link. If LUNA asks you to review the result, check Google before trying again; uncertain requests are not retried automatically. Later Google description/attachment updates arrive on the next sync. LUNA research classification, local notes and manual links remain separate.
5. Choose LUNA Lab within your Google account
- Calendar → Create event → Connect Google event creation permission for the intended connection.
- Select the Google account and allow both event access and calendar-list reading. Reconnect once if previously authorized without this additional scope.
- After authorization, choose LUNA Lab → Save. Only calendars the account can edit are listed. With existing authorization, use Choose calendar in this account on the creation page.
- Check that Google calendar now shows LUNA Lab. Dates default to today, 09:00–10:00 Seoul time; adjust the times before saving.
- Selecting a different calendar creates a separate connection and preserves existing events. Moving existing events between calendars is not provided.
6. Edit, delete and search tags
- Open an event by its title. Edit event changes Google title/time/location/description and sends attendee updates after confirmation. Edit classification and related items changes LUNA grants/projects/researchers/tags and local notes.
- Only platform administrators or verified Google calendar owners can delete. By default this hides the event in LUNA, including after later syncs, while preserving Google.
- Deleting the Google original additionally requires the current user to have authorized the Google account and Google CalendarList to report owner access. Select Delete Google Calendar original too, confirm and Save; attendees receive cancellation. Platform administrator status or shared writer access alone is insufficient.
- Older connections may lack an authorizing-user record. The owner must reconnect Google event creation permission once before ownership can be verified.
- Saved tags appear as #tag at the top. Click one to search tagged events in Materials, or use Materials → Advanced search → Tags. Include Event if filtering by material type. Concurrent Google changes require reopening the form before retrying.
Check invitation addresses and the latest meeting resources
- Search names under Invite researchers and select email chips. Google Calendar invitation email in the profile takes priority; an empty value falls back to the profile email.
- Google invitations send real email. Review recipients, calendar, dates and the invitation confirmation before saving. Researcher metadata alone does not send invitations.
- If Google has the recording or smart notes but LUNA does not, check the connection's last collection and automatic collection setting. Collect now if needed and verify completion.
- Edit event supports switching all-day and timed events. Recheck dates and Seoul time before saving. Reopen the form if the Google original changed concurrently.
Search terms and relevance
- Enter several terms such as imagery eeg. Exact phrases rank first, then all terms, curated related terms and partial matches. Supported bilingual terms include EEG/뇌파 and imagery/심상. This does not translate arbitrary terms or find every semantically similar document.
- Use "imagery eeg" for a required phrase, imagery OR eeg for either term, and eeg -animal to exclude a term. Quoted terms are not expanded. Use up to 200 characters and 16 terms. Suggested queries apply only when selected.
- Choose Relevance or Default order. Date, grant, visibility, tag and current access restrictions stay in effect. Calendar items stay on their dates; the list below can rank by relevance. Announcements search only the published edition in the current language.
- Basic search makes no external AI calls and consumes no personal or lab AI allowance. It searches the fields available on each page, such as a material title and stored body, without fetching inaccessible external files. Citation search uses titles only and preserves the conversation readers' access restrictions.