Onboarding New Community Working Group Ops Team Members

Before onboarding a new member we should set them up with an account in the following tools:

• A social.coop email (redirects to their personal email, used for quick signups on git.coop which recognizes our domain and for receiving mails to registration@social.coop email address),
• Git.coop (used for onboarding new members),
• Meet.coop (for accepting new meet.coop users),
• Loomio (for accepting new Loomio members and participating in group votes and discussion),
• May First Nextcloud (used for access to shared CWG files,
• Zulip
• and Social.coop, of course (hopefully they already have this).

The following accounts have shared passwords which should be shared with the new members:

• Zoho (email for registrations@social.coop)
  • Can be added to email clients using an "app password" in Zoho plus these settings: https://www.zoho.com/mail/help/imap-access.html
• Social.coop Admin Account @SocialCoop@social.coop

Once these accounts are created the following actions must be taken:

• Their email should be added to the aliases for registrations@social.coop
• They should be made an administrator of meet.coop so that they can accept new users
• They should request access to the CWG Ops Team Loomio group and an existing member should approve them and make sure they have permissions to approve others
• They should be added to the social.coop and CWG Ops Team circles on Nextcloud
• They should be made a moderator on social.coop

On-boarding meeting

Once this is all done, an on boarding meeting may be held.

Some of the tasks above may be good to handle during the meeting so that the new member can see how you handle them (such as accepting them to Loomio or Meet.coop), others will need to be done in advance by the tech working group.

Things to cover in the meeting include:

• Accepting a meet.coop user
  • Possibly add them as a user on our meeting room so it shows up in their dashboard and they don't have to bookmark it
• Accepting a Loomio user
  • Make sure you set their title
  • Go over how to verify that they are a social.coop member in cases where it's not immediately obvious
• How to log into the @SocialCoop@social.coop admin account and monitor it for replies
  • What sorts of things do we post from here?
• Show them the compensation log in Google Drive and grant them edit access
• Accepting a new social.coop member
  • Verify that an Opencollective account exists
  • We're not verifying that the user is actually paying us, they haven't had the opportunity to set up a donation yet and even if they have and didn't do it we're not cops, we trust our members to do what's right if and when they can.
  • When do we do a "more info needed" email?
  • When do we not accept a member?
  • When do we just accept them right away?
  • How do we send these emails (show them the templates and use this opportunity to have them create a custom one for acceptances)
  • Show them the labels we use for all this, and remind them to always leave a comment about what they did so we don't get confused later
• Moderation
  • Make sure they have multi-factor authentication enabled and show them how to use it if they're unfamiliar with the concept
  • Explain the four kinds of reoports (reports of our users, reports by our users of other users, reports by our users of our users, reports by other users of other users) and how handling them differers
  • Show them some old reports (maybe we should collect some to link here in case there aren't any good ones recently?)
  • If there are any open reports, show them how to handle one or let them think through it
  • When to contact the user and/or reporter?
  • When to connect the user and reporter and ask that they handle it
  • The three gates
  • Other deescalation principals?