HfLA Onboarding Checklist

[Rabia2219]

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
   - [ ] Send calendar invite to panelists* from hfla-email-all@hackforla.org
- [ ] Create Onboarding Part 2
   - [ ] Create part 2 as Meeting in zoom@civictechstructure.org that runs from 6:45 PM to 10:00 PM
   - [ ] Send calendar invite to CoP leads from hfla-email-all@hackforla.org
- [ ] 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

• HfLA Meetup
• Onboarding: Meetup URLs and Brigade Zoom Webinar URLs
• Onboarding FigJam
• Civic Tech volunteering in USA

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

[Rabia2219]

2025-03-03, 2025-03-18, 2025-03-31

Action Items

• 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
  • Send calendar invite to panelists* from hfla-email-all@hackforla.org
• Create Onboarding Part 2
  • Create part 2 as Meeting in zoom@civictechstructure.org that runs from 6:46 PM to 10:00 PM
  • Send calendar invite to CoP leads from hfla-email-all@hackforla.org
• 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 (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
• Before each onboarding
  • Update the spreadsheet before each onboarding with newest dates

[Rabia2219]

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.

[Rabia2219]

• 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
  • Send calendar invite to panelists* from hfla-email-all@hackforla.org
• Create Onboarding Part 2
  • Create part 2 as Meeting in zoom@civictechstructure.org that runs from 6:45 PM to 10:00 PM
  • Send calendar invite to CoP leads from hfla-email-all@hackforla.org
• 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 (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

[Rabia2219]

2025-03-27

• Next Onboarding Date: 2025-03-31
  • Update the Civic Tech volunteering in USA spreadsheet before each onboarding with newest dates

[Rabia2219]

For Onboarding on 2025-04-15

• Update the Civic Tech volunteering in USA spreadsheet before each onboarding with newest dates