Google calendar and groups
Google groups are used to create a working group within the Google suite of tools. That enables to have a common email and also easy to create any group-wide actions, email, events etc.
Why we are using google groups?
There are 2 main reasons for that. For simplicity reasons, google groups enable easier management of group calendars or emails and the second reason is that google events can be only for up to 200 participants, but if it's a group event it can be up to 1M. And we want to grow big.
Who should be in the workstream group?
All workstream members should be added to the group, to have read access to the workstream calendar and common email.
What are the permissions for the groups and how those permissions should be managed?
Only core contributors should have edit access to the group, there are 3 levels of permissions.
- Owner - can invite internal & external users to the group and send group emails
- Manager - can invite gitcoin users to the group and send group emails
- Member - read-only access
What is the workstream calendar?
A workstream calendar is a calendar that is visible to the workstream group and other core contributors (gitcoin.co email holders). The calendar should be used for all the workstream events.
Who can manage the workstream calendar?
The calendar can be managed by the whole group or only a few individuals, but only core contributors should have edit access. These are the type of permissions:
- Make changes and manage to share
- Make changes to the events
- See all event details -> this should be a default option for the workstream group
- See only free/busy
What is the DAO calendar and who can manage it?
DAO calendar is by default publicly visible and serves the purpose to share public events with the Gitcoin community. This calendar is primarily managed by DAO Ops, but any workstream should be inviting this calendar to events that are publicly facing. (see the guide below)
How to determine the best time for the workstream?
By inviting the workstream to the meeting, google automatically checks their availability and suggests the best time, same as if you would add those resources individually. But please note that external contributors might not have their calendars publicly visible.
How to keep meetings, secret (a few individuals/ personal), private/standard (DAO only) vs public (anyone)?
Secret meetings
You need to change the permissions for the calendar to private and be sure that you are sending it from your calendar, not from the workstream calendar.
Private meeting
Standard WS call should be scheduled from the workstream calendar, which means that all workstream participants should see it, also the WS itself should be invited as a group so it gets reflected into their own calendars.
Public call
Invite GitcoinDAO calendar for the meeting to make the event public. GitcoinDAO calendar will be seen by anyone on the internet. People would be able to add this calendar to theirs. It will work very similarly as Addevent but enable more flexibility.
In case you cannot see GitcoinDAO calendar add this email as invite guest: c_tt4g38a66umjmeq154agcp2d4s@group.calendar.google.com - this is a GitcoinDAO calendar address, it can be used the same way as you are inviting a person to the calendar
How to share GitcoinDAO calendar?
This link will enable anyone to subscribe for GitcoinDAO call: https://calendar.google.com/calendar/u/2?cid=Y190dDRnMzhhNjZ1bWptZXExNTRhZ2NwMmQ0c0Bncm91cC5jYWxlbmRhci5nb29nbGUuY29t
Workstream groups links:
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