03 Participants setup & welcome [ 2024-nasa-champions ]

[stefaniebutland]

Adding Participants (giving access at the right time)

Data entry:

• [ ] Add Participants to database: : OpenscapesParticipantsMainList and OpenscapesParticipants [ year-chort-name ]

Emails

• [x] send welcome email (see Approach Guide - Cohort welcome for examples)
• [x] day before Call 1, send "reminder", after adding participants to Openscapes_CohortCalls folder

Google Calendar:

• [x] when sending Welcome Email, add participants emails to Google Calendar Invites: OpenscapesEvents for Cohort Calls and optional Coworking sessions.
  • Approach Guide - Pre-cohort engagement has sample text for invite titles and descriptions

Google Folder:

• [x] day before Call 1, add participants emails to Openscapes_CohortCalls folder
• [x] add Google Folder link to Google Calendar recurring invite under description

[jules32]

Status update: 7 teams nominated! We've sent acceptance emails and have heard from 6 of the teams so far. They have been added to the 5 Cohort Calls calendars and have booked 1:1s.

[jules32]

• [x] Julie will send final email above and add people to Google Folder on April 1

[jules32]

@stefaniebutland , I wonder if the very first checkbox above

Data entry: Add Participants to database: : OpenscapesParticipantsMainList and OpenscapesParticipants [ year-chort-name ]

should actually go at the end, during cohort wrap-up. That way we have their github usernames and any gmail address they've added. If you agree, would you be able to make that change to the issue template & approach guide, and we'll close this issue?

[stefaniebutland]

I moved Participants List task to Wrap Up issue template for Opencapes and NASA-Openscapes cohort-planning.

closing this issue as complete