Integrate signin.ritlug.com with CampusGroups sign-in

[jwflory]

Summary

Use CampusGroups attendance system for weekly meeting attendance tracking

Background

This system integrates better with the system of RIT Clubs Office and helps make our club more visible inside of RIT's clubs social network. It may be helpful to show activity and engagement with our club to external actors.

Details

@ct-martin has some ideas on this one, but wants to explore it more in depth.

Outcome

Attendance and participation in RITlug events measured through CampusGroups

[ct-martin]

Put in the link for first meeting sign-in, will update when we figure out how the process works

[ct-martin]

Also, tried the interface with the eboard members in the meeting and it was really easy to do. Week 1 will be a trial though, and it has a manual overhead of needing the link changed ever week unless I can find a better place to link to (WIP)

[ct-martin]

The closest to a permanent link I can find is https://campusgroups.rit.edu/events?group_ids=16071 This is a major hassle to sign-in through compared to the auto-sign-in links, but it will cover more than one event. If eboard can't keep on top of updating signin.ritlug.com then that link should be used.

[jwflory]

The closest to a permanent link I can find is https://campusgroups.rit.edu/events?group_ids=16071

This is a major hassle to sign-in through compared to the auto-sign-in links, but it will cover more than one event. If eboard can't keep on top of updating signin.ritlug.com then that link should be used.

I suggest defaulting the signin.ritlug.com alias to this CampusGroups URL. We can make short-term short URLs with a URL shortener for individual meeting sign-ins. This ensures stable functionality with the sub-domain (lowers a possibility of something breaking suddenly for two or three eboards in the future) but also allows us to conveniently make shorter URLs for individual meetings for when we can keep on top of it.

[ct-martin]

@jwflory I would, except that the way that link does it is extremely circuitous and painful to do. Compared to the very painless process for the direct link, the different is huge. I will be trialling the direct link this week to see how it goes.

[ct-martin]

@jwflory another idea you had was to sent it to a Google Docs PDF, which might be do-able. I'm going to consider this issue as blocked until Friday.

[jwflory]

@ct-martin A fixed record for signin.ritlug.com prevents a manual task to remember each week. We should strive to automate and simplify our workflow so we can better focus on more challenging and complex tasks. I am -1 to requiring the DNS redirect for the sub-domain changed manually each week because of the high risk of it being forgotten, for both this and future eboards.

I am +0 for the idea of manually adding the PDF with QR code provided by CampusGroups to a Google Drive presentation, where signin.ritlug.com points to. If we decide to follow this way, Runbook documentation should be required to close this task.

I am +1 for taking the weekly attendance sign-in, manually shortening the URL, and sharing that URL at a meeting (e.g. written on a whiteboard or linked in a presentation). The level of work to do this is minimal and can also be done quickly if forgotten. It presents the least burden on current eboard and future eboards.

[ct-martin]

@jwflory I am again going to say that the fixed link technically works, but is an extremely awful experience. I would suggest trying it for yourself to see this, as well as the signin that has to be manually updated for comparison, since this point apparently did not go across. I can show these to you at the meeting on Friday if that would help illustrate this. I would also ask again that we take a chance to trial this at a meeting before we jump to conclusions about what would be best.

[jwflory]

We also need to consider the experience for eboard members to maintain the systems we create now and in the future. I suggest we put this up to vote by all eboard members at the next eboard meeting.

[jwflory]

Removing this from the meeting agenda to wait for @ct-martin to join in person for discussion.

[icflournoy]

2018-09-24 Eboard Meeting

Discussion

Do we keep using Namecheap's redirect or do something better/easier?

Solution Since CampusGroups generates a unique link/id for each meeting we will need to grab the QR code and meeting link prior to the start of each meeting. The QR code will be placed in the welcome slide deck. The cglink.me short link should be shortened further and written on the board. (For an example of a cglink.me link for a meeting view the campus groups page for an event and click the green"self check in" at the top right)

Action Items

• @jwflory will document new process in the runbook for General Meetings/Pre-meeting tasks. Have something for review by Oct 1st eboard meeting.

[jwflory]

Per previous discussion, this is going to be handled in Runbook documentation (see RITlug/runbook#67). I am assigned to update this page. It's unlikely I will have it today before our eboard meeting, but I will give it another go this week when I have time.

Closing this ticket – related discussion should go to RITlug/runbook#67. :clapper: