Update Guest List on Google Calendar Invite

[Aparna1Gopal]

Overview

• The UI/UX CoP Google Calendar invite currently has 500+ members. "Guest options are disabled for events with too many guests".
• Unable to view/remove/edit members from this guest list (as per community members' request)
• Have reviewed all Google Guides - no solution provided to navigate around this. Thus, need to delete the current calendar invites and create a new invites starting January 2025
• We need to update the Google Calendar invite to overlap with the current active members on the UI/UX Google Drive

Action Items

• [ ] Save a back-up of the spreadsheet with details of current guests (in the UI/UX PII drive)
• [ ] Make a copy of the meeting invite details including Zoom details (in the UI/UX PII drive)
• [ ] Delete the google calendar invite in the series starting January 2025
• [ ] Create a new calendar invite in the series starting January 2025.
  • [ ] Copy + Paste meeting invite details including Zoom details
  • [ ] Set-up meeting for 'every Wednesday evening' in Settings
  • [ ] Delete the meetings on the first Wednesday of every month in 2025
  • [ ] Add guests. Take details of current members from the UI/UX Google Drive (onboarded after May 2024)
  • [ ] Send Slack message on UI/UX channel for members onboarded before May 2024
• [ ] Review with Co-leads & close issue

Resources/Instructions

• Process similar to Google Drive clean-up carried out in May 2024 [UI/UX CoP Lead/Org Agenda - 05-02-2024 Meeting Agenda]
• Slack Announcement to send on UI/UX Channel

[Aparna1Gopal]

Notes

• Unable to process google calendar invite requests sent to the ui/ux gmail account from former community members (example attached below, with deleted PII)
• Guests can only be added, not deleted or edited (details attached below)
• Also would be better for the HfLA brand to not bombard prior members with continuous weekly google calendar invites for a meeting they are not presently attending
• Any former members (who onboarded prior to May 2024) & wish to attend current meetings can be manually added to the calendar by the Co-Leads

[Aparna1Gopal]

Notes - Slack Announcement

• TEMPLATE
  • FYI: For UI/UX members who onboarded prior to May 2024 and need access to the UI/UX Community of Practice Google Drive & weekly Community of Practice Calendar invite, please follow instructions :arrow_heading_down:
  • Pinned comment from UI/UX Channel