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 ⤵️
  • Pinned comment from UI/UX Channel

[Aparna1Gopal]

Notes - Slack Communication

[Aparna1Gopal]

Notes

• Met 1-1 with Bonnie for admin needs (migrating files from old google drove to new shared google drive) on Feb 07, 2025
• While there, also discussed this Google Calendar guest list full issue with Bonnie.
• Based on best practices followed at Website team, the following process was recommended. The UI/UX CoP Co-Leads will be following the below process to update the Google Calendar invite.
• The Action Items need to be updated based on this process below
• Google Calendar Invite system updated to Zoom based registration system
  • This Zoom based registration system has the following advantages - secure for participants, have a repository of past attendees (good to track impact of events, number of participants for each event type etc.)
• Steps to follow
  • Zoom 3 Registration - used to set-up weekly meeting registration (Wednesday, 6PM PST).
    • Zoom 3- Delete first week of the month for planning week
    • Set up new Google Calendar invite link with Zoom 3 registration using ui/ux cop gmail address
    • Send to current active Co-Leads (Aparna G & Peter G) to test this set-up
  • Delete the old calendar invite with a message - incl. details on new Zoom registration set-up and reason for cancellation of old invites (incl. enhanced security, prevent our members from getting unwanted messages going forward)
    • Draft message : "We are changing the UI/UX Community of Practice meeting invite to registration based meetings in order to prevent members from getting unwanted messages going forward. If you are interested in attending, please register at "
  • Update Onboarding Slide Deck with Zoom 3 Registration info (similar to Dev team)
    • Update Onboarding Slide Deck after Slide 36 with the following info:
      - Zoom 3 registration link to join weekly UI/UX CoP 6PM Meetings
      - UI/UX Slack Channel link to receive regular updates
      - Inform Onboarding team (Alex E & Ryan C) regarding these updates to the Onboarding Slide Deck by UI/UX. Update Alex E & Ryan C using the cop leads Slack channel and this issue : HfLA Onboarding Tasks and Responsibilities. Add link to the new slide while informing them.
  • Slack Bonnie in the Tables Slack channel. Let the team know that the updates have been made to the new calendar invite. Request them to delete the existing old google calendar invite from Tables. Such that new invites do not keep getting sent using the old google calendar invite meeting link.