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Onboarding New Community Working Group Ops Team Members: Difference between revisions
Onboarding New Community Working Group Ops Team Members (view source)
Revision as of 23:30, 24 September 2025
, 24 SeptemberFormatting, add link to Zoho client setup
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Before onboarding a new member we should set them up with an account in the following tools: | 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), | * 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 <code>registration@social.coop</code> email address), | ||
* Git.coop (used for onboarding new members), | * [https://git.coop Git.coop] (used for onboarding new members), | ||
* Meet.coop (for accepting new meet.coop users), | * [https://socialcoop.meet.coop Meet.coop] (for accepting new meet.coop users), | ||
* Loomio (for accepting new Loomio members and participating in group votes and discussion), | * Loomio (for accepting new Loomio members and participating in group votes and discussion), | ||
* May First Nextcloud (used for access to shared CWG files, | * May First Nextcloud (used for access to shared CWG files, | ||
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The following accounts have shared passwords which should be shared with the new members: | The following accounts have shared passwords which should be shared with the new members: | ||
* Zoho (email for registrations@social.coop) | * Zoho (email for <code>registrations@social.coop</code>) | ||
* Social.coop Admin Account | ** 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 <code>@SocialCoop@social.coop</code> | |||
Once these accounts are created the following actions must be taken: | Once these accounts are created the following actions must be taken: | ||
* Their email should be added to the aliases for registrations@social.coop | * Their email should be added to the aliases for <code>registrations@social.coop</code> | ||
* They should be made an administrator of meet.coop so that they can accept new users | * 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 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 | ||
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* They should be made a moderator on social.coop | * 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: | Things to cover in the meeting include: | ||
* Accepting a meet.coop user | * '''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 | ** 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 | * '''Accepting a Loomio user''' | ||
** Make sure you set their title | ** 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 | ** 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 social.coop admin account and monitor it for replies | * '''How to log into the @SocialCoop@social.coop admin account''' and monitor it for replies | ||
** What sorts of things do we post from here? | ** What sorts of things do we post from here? | ||
* Show them the compensation log in Google Drive and grant them edit access | * '''Show them the compensation log''' in Google Drive and grant them edit access | ||
* Accepting a new social.coop member | * '''Accepting a new social.coop member''' | ||
** Verify that an | ** 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. | ** 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 do a "more info needed" email? | ||
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** How do we send these emails (show them the templates and use this opportunity to have them create a custom one for acceptances) | ** 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 | ** 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 | * '''Moderation''' | ||
** Make sure they have multi-factor authentication enabled and show them how to use it if they're unfamiliar with the concept | ** 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 | ** 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 | ||