Onboarding New Community Working Group Ops Team Members

Feel free to do any or all of the Step 0 / Step 1 tasks during the onboarding meeting, so that the new member can see how you handle them (such as accepting them to Loomio or Meet.coop).

Step 0: Preparation

Ask the new member for:

1. An e-mail address to be used for social.coop stuff (usually a personal e-mail)
2. Their preferred @social.coop email forwarding address (usually the same as their Mastodon username)
3. Their existing account usernames (they may not have all of these) on:
   1. Mastodon
   2. Mayfirst Nextcloud: https://share.mayfirst.org
   3. Loomio
   4. Social.coop SSO

Step 1: account set-up

1. Set up a @social.coop email forwarding address (see Setup a user@social.coop forwarding email address; NOTE: as of April 6 2026 possibly only TWG can do this). This is used for registering on git.coop, and the registrations@social.coop forwarder)
2. Invite the new member to Zulip; click "Invite to organization" in the right-hand sidebar and either generate an invite link and send it to them, or have Zulip send directly by e-mail
3. Invite the new member to the two teams on Mayfirst Nextcloud, by entering their email address here (usually their personal email):
   1. Social Coop https://share.mayfirst.org/apps/contacts/circle/ca95M5J2a4wQ6FR5symutQnUTO9ypjs
   2. Social.Coop CWG https://share.mayfirst.org/apps/contacts/circle/R9iugod2CKu5z1UdNxGGZ7V319PO8zy
4. Invite the new member to Loomio, by clicking "Invite" on these pages, then finding the new members' username, or entering their email:
   1. Top-level Social.coop https://www.loomio.com/g/ibncxoDR/members
   2. Community Working Group https://www.loomio.com/g/0uqIXEbc/members
   3. Community WG Operations Team https://www.loomio.com/socialcoop-community-wg-operations-team/
5. Add the new member as a moderator on the Mastodon instance: find their account in the moderation "Accounts" list
6. Contact the new member:
   1. Send them the passwords for:
      1. The registrations@social.coop login on https://mail.zoho.eu — and let them know that they can add this to email clients using an "app password" in Zoho plus these settings: https://www.zoho.com/mail/help/imap-access.html
      2. The Social.coop admin account on Mastodon @SocialCoop@social.coop (NOTE: as of April 6th 2026, we're not sure where to find this login)
   2. Ask the new member to register on:
      1. https://git.coop using their @social.coop email forwarding address
      2. Social.coop Single Sign On; the easiest way for them to do this is to try to log into this very wiki, then click the "Register" link https://wiki.social.coop/index.php?title=Special:UserLogin&returnto=Main+Page

Step 2: account set-up: continued

Once the new member has registered on https://git.coop , invite them to the social.coop/community/operations "project" here: https://git.coop/social.coop/community/operations/-/project_members

And, once the new member is in the Social.coop Loomio group, set them as an administrator by finding their name here, then clicking the 3 dots icon next to them, and clicking "Make administrator"

Step 3: on-boarding meeting 🏄

Once this is all done, have an on-boarding meeting with the member!

Things to cover in the meeting include:

• 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?
  • NOTE: As of April 6th 2026, we're not sure what kinds of things we post here!
• 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
  • NOTE: As of April 6th 2026, this is currently not working, stand by
• Show them the compensation log in Google Drive and grant them edit access
  • NOTE: As of April 6th 2026, this has probably moved to Mayfirst Nextcloud, but are we even using it?
• 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?