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HfLA Onboarding Checklist #94

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HfLA Onboarding Checklist#94
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Rabia2219
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Description

@Rabia2219
Rabia2219
opened on Feb 5, 2025

Dependency

New Onboarding dates are decided

Overview

We need to have an checklist for the HfLA volunteer onboarding so that we do not miss out on any of the important details

Action Items

  • Copy the template below into a new comment for each new onboarding date or series of dates
  • Check off each action item once done
  • Update the Civic Tech volunteering in USA spreadsheet before each onboarding with newest dates

Template

- Create Onboarding Part 1
   - [ ] Setup part 1 as Webinar in zoom4@civictechstructure.org that runs from 6:00 PM to 9:15 PM
   - [ ] Add panelists and send invite from within zoom4
- Create Onboarding Part 2
   - [ ] Create part 2 as Meeting in zoom@civictechstructure.org that runs from 6:45 PM to 10:00 PM
- Update the 1password vault 
   - [ ] add the newly setup dates and Zoom links to Admin: HfLA Onboarding: admin
   - [ ] add the newly setup dates and Zoom links to Admin: HfLA Onboarding - panelists
- Create Meetup Announcement using templates
   - [ ] Add the correct time and date
   - [ ] Make sure the disclaimer message is there
   - [ ] Update with correct Zoom link to register with the link to the Webinar in Zoom4
   - [ ] Update Online Event link with the link to the Webinar in Zoom4
- Create calendar Invites from hfla-email-all@hackforla.org
   - Onboarding Part 1
      - [ ] Set up the Hack for LA Civic Tech Volunteer Intro and ONBOARDING from 6 PM to 7:30 PM for the given date
      - [ ]  Use zoom4@civictechstructure.org as invitee and meeting link
      - [ ] Send invite to panelists* on Zoom4 Webinar and Bonnie
    - Onboarding Part 2
        - [ ] Set up the Hack for LA Civic Tech Volunteer Intro and ONBOARDING Part 2 from 7:17 PM to 10:00 PM
        - [ ] Use Zoom@civictechstructure.org as invitee and meeting link
        - [ ] Send calendar invites to CoP leads who have signed up to co-host the event
- Onboarding Meet URLs Spreadsheet
   - [ ] Update all the information when new dates are published
   - [ ] Announce in #cop-leads channel that there is an update

Resources/Instructions

As of 2025-02-05 the panelists are Dean Church and Chelsey Beck

  • As of 2026-04-21 the panelist is Dean Church

Activity

  1. Rabia2219
    self-assigned this
    on Feb 5, 2025
  2. Rabia2219
    added this to CoP: Admin: Project Boardon Feb 5, 2025
  3. github-project-automation
    moved this to New Issue Review in CoP: Admin: Project Boardon Feb 5, 2025

  4. Rabia2219 commented on Feb 17, 2025

    @Rabia2219
    Rabia2219
    on Feb 17, 2025 · Hidden as resolved
    Author

  5. Rabia2219 commented on Mar 4, 2025

    @Rabia2219
    Rabia2219
    on Mar 4, 2025
    MemberAuthor

    Issue about wrong Zoom links

    • there are 2 places where the links need to be updated
      • the first is in the text where it says register on Zoom
      • the other is not referenced by the name Zoom, it is called the Online Event Link and is ONLY visible to attendees
    • I have previously never made a new event, only edited the copied events and did not update the Online Event Link. I was repeatedly asked to update the 'Zoom Link' and the only 'Zoom Link' is in the text. It didn't help that I could not see the Online Event Link on the event page (since I wasn't an attendee). It was only when Bonnie shared her screen and clicked on the very visible Zoom link under Online Event Link that I was able to figure out what the problem was.
  6. Rabia2219
    added
    Dependency
    size: 0.5Can be done in 3 hours
    on Mar 4, 2025
  7. Rabia2219
    moved this from New Issue Review to Ice Box in CoP: Admin: Project Boardon Mar 4, 2025
  8. Rabia2219
    removed their assignment
    on Mar 6, 2025

  9. Rabia2219 commented on Mar 11, 2025

    @Rabia2219
    Rabia2219
    on Mar 11, 2025 · Hidden as resolved
    Author

  10. Rabia2219 commented on Mar 27, 2025

    @Rabia2219
    Rabia2219
    on Mar 27, 2025 · Hidden as resolved
    Author

  11. Rabia2219 commented on Mar 27, 2025

    @Rabia2219
    Rabia2219
    on Mar 27, 2025 · Hidden as resolved
    Author
  12. Rabia2219
    moved this from Ice Box to In progress (actively working) in CoP: Admin: Project Boardon Mar 27, 2025
  13. Rabia2219
    moved this from In progress (actively working) to Prioritized Backlog in CoP: Admin: Project Boardon Mar 27, 2025
  14. Rabia2219
    self-assigned this
    on Mar 27, 2025

  15. Rabia2219 commented on Nov 21, 2025

    @Rabia2219
    Rabia2219
    on Nov 21, 2025
    MemberAuthor

    Note

    Revise all new Meetup events description to match the one for 2026-01-05

  16. Rabia2219 commented on Apr 8, 2026

    @Rabia2219
    Rabia2219
    on Apr 8, 2026 · Hidden as outdated
    Author

  17. Rabia2219 commented on Apr 21, 2026

    @Rabia2219
    Rabia2219
    on Apr 21, 2026 · Hidden as outdated
    Author

  18. Rabia2219 commented on May 12, 2026

    @Rabia2219
    Rabia2219
    on May 12, 2026
    MemberAuthor

    Dates for the remainder of 2026

    • 2026-08-04
    • 2026-09-14
    • 2026-10-13
    • 2026-11-09
    • Create Onboarding Part 1
    • Create Onboarding Part 2
    • Update the 1password vault
      • add the newly setup dates and Zoom links to Admin: HfLA Onboarding: admin
      • add the newly setup dates and Zoom links to Admin: HfLA Onboarding - panelists
    • Create Meetup Announcement using templates
      • Add the correct time and date
      • Make sure the disclaimer message is there
      • Update with correct Zoom link to register with the link to the Webinar in Zoom4
      • Update Online Event link with the link to the Webinar in Zoom4
    • Create calendar Invites from hfla-email-all@hackforla.org
      • Onboarding Part 1
        • Set up the Hack for LA Civic Tech Volunteer Intro and ONBOARDING from 6 PM to 7:30 PM for the given date
        • Use zoom4@civictechstructure.org as invitee and meeting link
        • Send invite to panelists* on Zoom4 Webinar and Bonnie
      • Onboarding Part 2
        • Set up the Hack for LA Civic Tech Volunteer Intro and ONBOARDING Part 2 from 7:15 PM to 10:00 PM
        • Use Zoom@civictechstructure.org as invitee and meeting link
        • Send calendar invites to CoP leads who have signed up to co-host the event
    • Onboarding Meet URLs Spreadsheet
      • Update all the information when new dates are published
      • Announce in #cop-leads channel that there is an update
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