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Update Guest List on Google Calendar Invite #598

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Aparna1Gopal opened this issue Nov 14, 2024 · 3 comments
Open
10 tasks

Update Guest List on Google Calendar Invite #598

Aparna1Gopal opened this issue Nov 14, 2024 · 3 comments
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documentation Improvements or additions to documentation role: CoP Lead - content size: 1pt Can be done in 4-6 hours UI/UX CoP Leads Issues allocated to the 'CoP Leads' Project Board

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Aparna1Gopal commented Nov 14, 2024 •
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Overview

  • The UI/UX CoP Google Calendar invite currently has 500+ members. "Guest options are disabled for events with too many guests".
  • Unable to view/remove/edit members from this guest list (as per community members' request)
  • Have reviewed all Google Guides - no solution provided to navigate around this. Thus, need to delete the current calendar invites and create a new invites starting January 2025
  • We need to update the Google Calendar invite to overlap with the current active members on the UI/UX Google Drive

Action Items

  • Save a back-up of the spreadsheet with details of current guests (in the UI/UX PII drive)
  • Make a copy of the meeting invite details including Zoom details (in the UI/UX PII drive)
  • Delete the google calendar invite in the series starting January 2025
  • Create a new calendar invite in the series starting January 2025.
    • Copy + Paste meeting invite details including Zoom details
    • Set-up meeting for 'every Wednesday evening' in Settings
    • Delete the meetings on the first Wednesday of every month in 2025
    • Add guests. Take details of current members from the UI/UX Google Drive (onboarded after May 2024)
    • Send Slack message on UI/UX channel for members onboarded before May 2024
  • Review with Co-leads & close issue

Resources/Instructions
@Aparna1Gopal Aparna1Gopal self-assigned this Nov 14, 2024
@Aparna1Gopal Aparna1Gopal added documentation Improvements or additions to documentation role: CoP Lead - content size: 1pt Can be done in 4-6 hours UI/UX CoP Leads Issues allocated to the 'CoP Leads' Project Board labels Nov 14, 2024
@github-project-automation github-project-automation bot moved this to In progress (actively working) in CoP: UI/UX: Project Board Nov 14, 2024
@Aparna1Gopal Aparna1Gopal moved this from In progress (actively working) to Prioritized Backlog in CoP: UI/UX: Project Board Nov 14, 2024
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Aparna1Gopal commented Nov 14, 2024 •
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Notes

  • Unable to process google calendar invite requests sent to the ui/ux gmail account from former community members (example attached below, with deleted PII)
  • Guests can only be added, not deleted or edited (details attached below)
  • Also would be better for the HfLA brand to not bombard prior members with continuous weekly google calendar invites for a meeting they are not presently attending
  • Any former members (who onboarded prior to May 2024) & wish to attend current meetings can be manually added to the calendar by the Co-Leads
Screenshot 2024-11-14 at 10 55 13 am Screenshot 2024-11-14 at 11 31 09 am

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Notes - Slack Announcement

  • TEMPLATE
    • FYI: For UI/UX members who onboarded prior to May 2024 and need access to the UI/UX Community of Practice Google Drive & weekly Community of Practice Calendar invite, please follow instructions ⤵️
    • Pinned comment from UI/UX Channel
Screenshot 2024-11-14 at 11 12 46 am

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Notes - Slack Communication

Screenshot 2024-11-20 at 12 35 39 pm Screenshot 2024-11-20 at 12 36 18 pm

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documentation Improvements or additions to documentation role: CoP Lead - content size: 1pt Can be done in 4-6 hours UI/UX CoP Leads Issues allocated to the 'CoP Leads' Project Board
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CoP: UI/UX: Project Board
Status: Prioritized Backlog
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@Aparna1Gopal