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Test Calendar OpenscapesCoworking to coordinate hacktimes #51

Closed stefaniebutland closed 1 month ago

stefaniebutland commented 6 months ago

Hi All,

We’re creating a hopefully light-weight system for calendaring hacktimes

Goal is to meet the following needs:

Please test the following and respond in a comment / with screenshots if

  1. Did you get email that you’re in the new Google Group nasa-openscapes-mentors?
  2. Did you get email to access OpenscapesCoworking Google Calendar subject: ‘Stefanie Butland has shared a calendar with you’?
  3. Can you see the Feb 6 earthaccess hackday invite on your Calendar?
  4. Please share a screenshot of what it looks like in your Calendar?
  5. ~Add an event and invite stefanie@openscapes.org~
  6. (edited Jan 29) Add an event to the OpenscapesCoworking Google Calendar and invite the Google Group as a guest: nasa-openscapes-mentors@openscapes.org
jules32 commented 6 months ago

Hi @stefaniebutland !

  1. yes, received
  2. yes!
  3. yes
  4. screenshot - yes I see earthaccess

Image

  1. screenshot - this is how I added the Google Group. And you can see it also shows up as an invite in the screenshot above too! Image
danielfromearth commented 5 months ago

  1. Yes

  2. No, I don't see this particular email subject

  3. Yes, with a subject "[EXTERNAL] Updated invitation: earthaccess hackdays, biweekly @ Tue Feb 6, 2024 10am - 12pm (PST)"

  4. snapshot

  5. Done

  6. Done

BriannaLind commented 5 months ago
  1. yes
  2. no
  3. no
  4. no
  5. no

I did get an invite from Danny though!

stefaniebutland commented 5 months ago

@danielfromearth thanks for testing. Helped me realize I need to me clearer in my instructions. The idea is instead of creating an item in your personal calendar and inviting nasa-openscapes-mentors@openscapes.org, you create it in the OpenscapesCoworking Calendar and invite. I wonder if it's clear/ straightforward to do in Outlook (I think that's what you're using). Screenshot below shows what it looks like for me using Google Calendar.

~Would you mind trying this?~ I'll test live with Bri first

Screenshot 2024-01-29 at 11 17 26 AM

troubleshooting

  1. No, I don't see this particular email subject

The email to give you access to OpenscapesCoworking calendar was set to go to your nasa.gov email. 🤔

From your testing

(not critical; adding here for the record) I received 2 emails. One for invite to stefanie@openscapes.og; One for invite to nasa-openscapes-mentors@openscapes.org. The latter did not automatically appear in my calendar. Email with invite to nasa-openscapes-mentors@openscapes.org offered 'Add to calendar' (screenshot).

Screenshot 2024-01-29 at 11 09 12 AM

stefaniebutland commented 5 months ago

@BriannaLind Thanks for testing! do you have time to troubleshoot with me in zoom? It will help me to see what you're seeing. I'll DM you a link to book time.

stefaniebutland commented 5 months ago

Bri saw this awesome calendar page https://scientific-python.org/calendars/

This let's people see public calendars but they can't contribute to them. Contributing is the piece we want

BriannaLind commented 5 months ago

I only got this email group google groups image

stefaniebutland commented 5 months ago

Troubleshooting with @BriannaLind

Screenshot of Jan 25 email (from Google?) giving Mentors access to OpenscapesCoworking calendar Screenshot 2024-01-30 at 8 40 57 AM

BriannaLind commented 5 months ago

image https://support.google.com/groups/answer/1067205?hl=en#:~:text=Some%20groups%20let%20you%20join,for%20a%20child%20under%2013.

stefaniebutland commented 5 months ago

Outcome: looks like Bri and others can't contribute to a google group calendar without using their gmail. Does not make sense to ask folks to do that.

Stef will ask in CSCCE Slack for solutions

asteiker commented 5 months ago

@stefaniebutland It looks like you've been making progress here but if my troubleshooting helps further:

stefaniebutland commented 5 months ago

Thank you @asteiker ! so helpful. I see your Wed 31st at 8 MT invite; looks like this (noting it shows in my stefanie@openscapes.org calendar but not in my OpenscapesCoworking calendar:

Image

@BriannaLind do you see the Wed 31st at 8 MT invite Amy created above?

stefaniebutland commented 5 months ago

Sought advice in CSCCE Slack

@ha0ye suggested the delegation method might work for mentors using outlook.
From Google set up delegation:

Google Workspace Sync for Microsoft Outlook. If you use Google Workspace Sync for Microsoft Outlook (GWSMO), you can manage another person's Gmail or Google Calendar (such as your manager) from Outlook. Make sure the other person has granted you access to their Gmail account and Calendar. For details, go to Delegate access to your mail or calendar. 🤔 To implement, we'd want to set up a new Openscapes Google Workspace account for this since we don't want to give access to our personal work accounts, but multi-person access might not be possible

Brittany Aguilar suggested Airtable. Create a base, use a tab for “calendar events”, and set up a mini extension form for event submissions. You can add a login to the form so only certain people can submit.

I looked at/tested adding event to https://openresearchcalendar.org/ since source is on GitHub. But adding new event is a different workflow cf Google cal so we don't want to introduce YAW (yet another workflow).

Conclusion

This works: NASA Mentors can create a calendar event from their system of choice, and invite nasa-openscapes-mentors at openscapes.org as guest. Mentors in that Google Group will get the invitation. If they say 'yes' to invite, it will show in their calendar. This does not involve using the OpenscapesCoworking Google calendar.

The missing piece is that people can't see in their calendar the events they decline to attend. That's a problem for scheduling other sessions.

jules32 commented 1 month ago

Closing for now

jules32 commented 3 weeks ago

Several Mentors have reported no longer having Wednesday calendar invites on their calendars.

Today I: