Onboarding New Community Working Group Ops Team Members: Difference between revisions

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Onboarding New Community Working Group Ops Team Members (view source)

Revision as of 22:30, 6 April 2026

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


* 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),
== Step 0: Preparation ==
* Git.coop (used for onboarding new members),
Ask the new member for:
* 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:
# An e-mail address to be used for social.coop stuff (usually a personal e-mail)
# Their preferred <code>@social.coop</code> email forwarding address (usually the same as their Mastodon username)
# Their existing account usernames (they may not have all of these) on:
## Mastodon
## Mayfirst Nextcloud: https://share.mayfirst.org
## Loomio
## Social.coop SSO


* Zoho (email for registrations@social.coop)
== Step 1: account set-up ==
* Social.coop Admin Account


Once these accounts are created the following actions must be taken:
# Set up a <code>@social.coop</code> email forwarding address (see [[Setup a user@social.coop forwarding email address]]; '''NOTE:''' as of April 6 2026 possibly only [[Tech Working Group|TWG]] can do this). This is used for registering on <code>git.coop</code>, and the <code>registrations@social.coop</code> forwarder)
# 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
# Invite the new member to the two teams on Mayfirst Nextcloud, by entering their email address here (usually their personal email):
## Social Coop https://share.mayfirst.org/apps/contacts/circle/ca95M5J2a4wQ6FR5symutQnUTO9ypjs
## Social.Coop CWG https://share.mayfirst.org/apps/contacts/circle/R9iugod2CKu5z1UdNxGGZ7V319PO8zy
# Invite the new member to Loomio, by clicking "Invite" on these pages, then finding the new members' username, or entering their email:
## Top-level Social.coop https://www.loomio.com/g/ibncxoDR/members
## Community Working Group https://www.loomio.com/g/0uqIXEbc/members
## Community WG Operations Team https://www.loomio.com/socialcoop-community-wg-operations-team/
# Add the new member as a moderator on the Mastodon instance: find their account in the [https://social.coop/admin/accounts?origin=local moderation "Accounts" list]
# Contact the new member:
## Send them the passwords for:
### The <code>registrations@social.coop</code> 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
### The Social.coop admin account on Mastodon <code>@SocialCoop@social.coop</code> (NOTE: as of April 6th 2026, we're not sure where to find this login)
## Ask the new member to register on:
### https://git.coop '''using their <code>@social.coop</code> email forwarding address'''
### 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


* Their email should be added to the aliases for registrations@social.coop
== Step 2: account set-up: continued ==
* They should be made an administrator of meet.coop so that they can accept new users
Once the new member has registered on https://git.coop , invite them to the <code>social.coop/community/operations</code> "project" here: https://git.coop/social.coop/community/operations/-/project_members
* 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


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"


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 team.
== 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:


Things to cover in the meeting include:
* '''Accepting a Loomio 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
* 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
** '''NOTE:''' As of April 6th 2026, we're not sure what kinds of things we post here!
* Accepting a new social.coop member
* '''Accepting a meet.coop user'''
** Verify that an open collective exists
** 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.
** 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
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