03 Participants Setup & welcome [ 2024-epa ]

[stefaniebutland]

Adding Participants (giving access at the right time)

Emails

• [x] send welcome email (see Approach Guide - Cohort welcome for examples)
• [x] day before Call 1 (I see an email a week prior too), 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

[stefaniebutland]

Stef will send final Cohort Welcome email Thurs Apr 4; After that, Gayle will update Calendar invites to link to Cohort Folder in Teams and add any additional text

[stefaniebutland]

draft email shared with Gayle for edits. Complete participant list is in Teams

[stefaniebutland]

moving this to wrap up issue since we have list in EPA Teams during cohort:

Data entry:

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