Schedule emails for session on 2022-10-03/04 for Neil Shephard

Emails need to be scheduled via eventbrite ahead of each session.

Emails

There are up to 4 emails that need to be scheduled for this course. There are parameterised .Rmd templates in the emails/ directory to generate the contents of these emails.

2 weeks prior to the event - attendance_reminder_email.Rmd: an attendance reminder to encourage participants who cannot attend anymore to cancel
1 week prior to the event - setup_email.Rmd: a reminder of the setup instructors as well as information about the session platform and joining link
3 days prior to the event - setup_email.Rmd: a reminder of the setup instructors as well as information about the session platform and joining link
On the morning of the event - joining_reminder_email.Rmd: A reminder of the joining link
Day after the event - feedback_survey_email.Rmd a request to complete a survey.

The parameters required are:

lead_instructor: name of the lead instructor
session_joining_link: link to the blackboard collaborate room (if teaching on-line)
event_date: the date of the session in ISO format (YYYY-MM-DD)
event_start_time: defaults to "10:00"
lunch_time: defaults to "13:00"
prefilled_survey_link: the unchanging part of the survey link containing the identifier of the date of course question to be pre-populated with the event_date parameter.

To use these, open each .Rmd, edit parameters in the YAML header and knit to render to html. The html content should then be copied (from the viewer or the generated HTML document) and pasted into the eventbrite message content box.

Make sure to send a test message to yourself and to check each link prior to finalising the email.

Blackboard Collaborate Session

Go to Blackboard Collaborate, logging in via MUSE,
Under Organisations open COM - Research Software Engineering,
Select Create Session and fill in the details as follows:
- Session Name: git & GitHub through GitKraken - from Zero to Hero!
- Guest Access: :heavy_check_mark:
- Make sure that Guest role is set to participant
- Set the start and end dates and times suitable for the session, add 30 mins to 1hr extra onto the scheduled end time.
- Early entry: 15 minutes before start time.
Click create, this will create the session link, make a note of this for the emails.

Checklist

Complete as necessary (dependent on what has been created in the past).

Tick off tasks as they are completed or if they are not required.

[x] Announce to waiting list.
[x] Announce on RSE mailing list.
[x] Announce more widely to University of Sheffield announcements.
[x] attendance reminder email.
[x] set up blackboard session.
[x] setup email (1 week).
[x] setup email (3 days).
[x] joining email
[x] feedback email

Once all tasks are complete, please close issue.

RSE-Sheffield / git-github-zero-to-hero