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Onboard & Offboard: Product #456

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5 tasks
brandohayes opened this issue Feb 11, 2022 · 25 comments
Open
5 tasks

Onboard & Offboard: Product #456

brandohayes opened this issue Feb 11, 2022 · 25 comments
Labels
dependency The issue or reason why this issue is in the icebox documentation Improvements or additions to documentation feature: onboard / offboard onboarding & offboarding issue level: missing This issue is missing an issue level label priority: low role: product management size: 1pt can be done in 6 hours or less
Milestone
06. Team Workflow

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@brandohayes
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brandohayes commented Feb 11, 2022 •
edited by mariaweissman
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Dependency

Waiting to have a PM to on/off-board.

Overview

We need to have a checklist of items to do when a product manager onboard and offboards so that the process can be consistent and fast.

Action Items

  • Move In-Progress column when onboarding or offboarding someone.
  • [ ]

Date Updated

(insert date you created this issue and keep updating the date each time the org template change are integrated)
2022-02-10

Action Items

  • Check to see if the org template for this process has new steps in it, and if it does, update this issue and its template with content and add the last date you updated the template below
  • Copy template to comment below
  • Add name of person
  • Check off as done
#### Onboard
- [ ] Google Drive
   - [ ] Add to drive as Manager
- [ ] Roster
  - [ ] Send link
  - [ ] Team member adds themselves
  - [ ] Check for Public and note in roster
- [ ] GitHub
     - [ ] [Add to write vault](https://github.com/orgs/hackforla/teams/expunge-assist-write)
        - [ ] Change membership to maintainer ([guidance video here](https://app.screencastify.com/v3/watch/vdMI04sMFoGEAvLw1pa2))
     - [ ] [Add to read vault](https://github.com/orgs/hackforla/teams/expunge-assist/members)
        - [ ] Change membership to maintainer ([guidance video here](https://app.screencastify.com/v3/watch/vdMI04sMFoGEAvLw1pa2))
- [ ] Figma
  - [ ] [invite to Expunge Assist Workspace](https://www.figma.com/files/team/957045401738666965/project/27345011/%E2%9C%A8Expunge-Assist-Workspace%E2%9C%A8?fuid=1180777735162858166)
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation request via #admin Slack channel
     - [ ] acceptance
     - [ ] add to vaults
       - [ ] Expunge-Assist
       - [ ] Zoom vault
- [ ] [email protected] email address and google drive
   - [ ] Team member logs in and accesses themself using 1password Expunge-Assist vault information
- [ ] Add to VRMS
   - [ ] [Create Issue on VRMS board to add PM](https://github.com/hackforla/VRMS/issues/new/choose)
- [ ] Update Project Profile
   - [ ] [Create Issue](https://github.com/hackforla/website/issues/new?assignees=&labels=P-Feature%3A+Project+Info+and+Page%2Crole%3A+back+end%2FdevOps%2Crole%3A+front+end%2CComplexity%3A+Small%2Csize%3A+0.5pt%2Ctime+sensitive&projects=&template=project-profile-card-review-and-update.yml&title=Update+Project+Profile%3A+%5BProject+Name%5D)
- [ ] Train how to 
   - [ ] login to team account
   - [ ] setup chrome shortcut for adding to desktop
   - [ ] use zoom spreadsheet, vault and accounts
   - [ ] calendar invite

#### Offboard
  - [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] Expunge-Assist
       - [ ] Zoom vault
- [ ] Google Drive
   - [ ] demote to viewer
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
     - [ ] if previously maintainer, change role in read only team to member only
- [ ] Figma
  - [ ] remove from team
- [ ] Help them delete the desktop shortcut to email address if they made one.
- [ ] Remove from email address(s)
   - [ ] [email protected]
- [ ] Go over the person's assigned Github issues and Close or Reassign them

Resources/Instructions

org template updated 2022-02-09
@brandohayes brandohayes added documentation Improvements or additions to documentation priority: low role: product management size: 1pt can be done in 6 hours or less feature: missing labels Feb 11, 2022
@ExperimentsInHonesty
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ExperimentsInHonesty commented Feb 11, 2022 •
edited by thomasdemoner
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Offboard Andan Date to be determined...

  • 1password setup
    • remove from team vaults
      • Expunge-Assist
      • Zoom vault
  • Google Drive
    • demote to viewer
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
  • Figma
    • remove from team
  • Help them delete the desktop shortcut to email address if they made one.
  • Remove from email address(s)

@brandohayes
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brandohayes commented Mar 4, 2022 •
edited by thomasdemoner
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Offboard Brandon 03/10/2022

  • 1password setup
    • remove from team vaults
      • Expunge-Assist
      • Zoom vault
  • Google Drive
    • demote to viewer
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
  • Figma
    • remove from team
  • Help them delete the desktop shortcut to email address if they made one.
  • Remove from email address(s)

@brandohayes
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brandohayes commented Mar 4, 2022 •
edited by thomasdemoner
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Offboard Jessica 03/3/2022

  • 1password setup
    • remove from team vaults
      • Expunge-Assist
      • Zoom vault
  • Google Drive
    • demote to viewer
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
  • Figma
    • remove from team
  • Help them delete the desktop shortcut to email address if they made one.
  • Remove from email address(s)

@thomasdemoner
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thomasdemoner commented Mar 23, 2022 •
edited
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Comment for OFFBOARDING MAHMOUD 3/23/22

  • 1password setup
    • remove from team vaults
      • Expunge-Assist
      • Zoom vault
  • Google Drive
    • demote to viewer
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
  • Figma
    • remove from team
  • Help them delete the desktop shortcut to email address if they made one.
  • Remove from email address(s)

@thomasdemoner
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thomasdemoner commented Mar 23, 2022 •
edited by jamiesiu
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Comment for ONBOARDING JAMIE @w0ahth3re

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
    • Check for 2FA and note in roster
  • GitHub
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@jamiesiu jamiesiu removed their assignment Apr 1, 2022
This was referenced Apr 19, 2022
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Closed
@jamiesiu jamiesiu added feature: onboard / offboard onboarding & offboarding and removed feature: missing labels Apr 21, 2022
@ValeriyaMetla ValeriyaMetla added the dependency The issue or reason why this issue is in the icebox label May 5, 2022
@thomasdemoner thomasdemoner added this to the Project Management milestone May 5, 2022
@ValeriyaMetla ValeriyaMetla removed this from the G. Project Management milestone May 24, 2022
@jamiesiu
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jamiesiu commented Oct 17, 2022 •
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Onboard Sheron Virani

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
    • Check for 2FA and note in roster
  • GitHub
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation - messaged #admin channel for assistance 10/18
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Team Planning docs
    • Miro Board
  • Add to email address(s) forwarding
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@jamiesiu
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jamiesiu commented Nov 15, 2022 •
edited
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Onboard Lexie Ulven

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
    • Check for 2FA and note in roster
  • GitHub
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@jamiesiu
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jamiesiu commented Dec 13, 2022 •
edited
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Onboard James Shin

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
  • GitHub - 12/12 note - James to attend 1/3/22 Onboarding which would then enable GH role addition. Currently not part of org yet
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation - requested with #admin 1/5
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@jamiesiu
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jamiesiu commented Dec 13, 2022 •
edited
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Offboard Valeriya Metla

  • 1password setup
    • remove from team vaults
      • Expunge-Assist
      • Zoom vault
  • Google Drive
    • demote to viewer
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
  • Figma
    • demote to view access
  • Help them delete the desktop shortcut to email address if they made one.
  • Remove from email address(s)
  • Go over the person's assigned Github issues and Close or Reassign them

@jamiesiu jamiesiu mentioned this issue Feb 9, 2023
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4 tasks
@jamiesiu jamiesiu self-assigned this Feb 9, 2023
@jamiesiu
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jamiesiu commented Mar 16, 2023 •
edited by thomasdemoner
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Onboard Julia Church

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
  • GitHub - pending HFLA onboarding 3/28
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation request via #admin Slack channel
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@thomasdemoner
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thomasdemoner commented May 1, 2023 •
edited by amejiamesinas
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Onboard Analicia Mesinas @amejiamesinas

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
  • GitHub
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation request via #admin Slack channel
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@thomasdemoner
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thomasdemoner commented May 1, 2023 •
edited by lmitch10
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Onboard Lane Mitchell @lmitch10

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
  • GitHub
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation request via #admin Slack channel
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@amejiamesinas amejiamesinas added this to the Team Workflow milestone Sep 20, 2023
@amejiamesinas
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amejiamesinas commented Sep 20, 2023 •
edited by CBx3000
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Onboard @CBx3000

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
  • GitHub
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation request via #admin Slack channel
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@amejiamesinas amejiamesinas mentioned this issue Sep 20, 2023
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@amejiamesinas
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Onboard Update

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
    • Add to write team
      • Change membership to maintainer
    • Add to read team
      • Change membership to maintainer
    • Confirm that their name is on their Github
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation request via admin slack channel
    • acceptance
    • add to vaults
      • Expunge Assist
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@amejiamesinas
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Offboard Update

  • confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
  • Remove from Google calendar invite
    • Send the following cancelation message:
      • You have been removed from this event because you are listed as an inactive member of the team. If you have been removed by mistake, please reach out to a product manager.
  • 1password setup
    • remove from team vaults
      • Expunge Assist
      • Zoom vault
  • Remove access from VRMS
    • ask admin if you don't have access
  • Revoke access from Zoom Meeting Setup spreadsheet
  • Google Drive
    - [ ] demote to viewer
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • if previously maintainer, change role in read only team to member only
    • Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
  • Figma
    • remove from team (you must be logged in with project email account)
  • Help them delete the desktop shortcut to email address if they made one
  • Remove from email address(s)
  • Update team page on WIKI

@amejiamesinas amejiamesinas mentioned this issue Sep 27, 2023
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@amejiamesinas
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@ExperimentsInHonesty
To follow up on our VRMS discussion, below are the names of PM's that have been offboarded and should no longer have access to VRMS (we were checking this at our meeting, but it crashed)

  • Brandon Hayes
  • Mahmoud A.
  • Myranda Pierce
  • Thomas Demoner
  • Daniel Lee
  • Apurva Barve
  • Bridget Ofomhi
  • Gretchen Howard
  • James Shin
  • Jamie Siu
  • Julia Church
  • Sheron Virani
  • Lexie Ulven

Additionally, we need to add Curtis Barber ([email protected])
Thanks!

@amejiamesinas
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amejiamesinas commented Nov 14, 2023 •
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Onboard @ vanessaavviles

  • Slack channel membership
  • Google Drive
    • Add to drive as Manager
  • Add to Google calendar invites
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public
  • GitHub
    • Add to write team
      • Change membership to maintainer
    • Add to read team
      • Change membership to maintainer
    • Confirm that their name is on their Github
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation request via admin slack channel
    • acceptance
    • add to vaults
      • Expunge Assist
      • Zoom vault
  • Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
  • Update team page on Wiki
  • Add to email address(s)
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@sydneywalcoff sydneywalcoff mentioned this issue Apr 1, 2024
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6 tasks
@CBx3000
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CBx3000 commented Apr 2, 2024 •
edited by amejiamesinas
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Offboard @CBx3000

  • 1password setup
    • remove from team vaults
      • Expunge-Assist
      • Zoom vault
  • Google Drive
    • demote to viewer
  • Roster
    • mark as inactive
  • GitHub
    • demote member to read only team and remove from write team
    • if previously maintainer, change role in read only team to member only
  • Figma
    • remove from team
  • Help them delete the desktop shortcut to email address if they made one.
  • Remove from email address(s)
  • Go over the person's assigned Github issues and Close or Reassign them

@CBx3000
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CBx3000 commented Apr 2, 2024

I was unable to remove myself from Figma, I'm not sure if it's due to our project being at memory capacity . I also wasn't able to change my maintainer status on Github . I asked Admin to remove me from 1 Password , Zoom vaults , and VRMS . @amejiamesinas

@amejiamesinas
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@CBx3000 Thanks, no need to remove from Figma, we leave all offboarded members as "viewers". I will change your status on GitHub.

@github-actions github-actions bot added the issue level: missing This issue is missing an issue level label label May 12, 2024
@mariaweissman
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mariaweissman commented Sep 24, 2024 •
edited by raeraeicky
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Onboard Rachel Ichniowski @raeraeicky

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
  • GitHub
    • Add to team write team
      • Change membership to maintainer
    • Add to read vault
      • Change membership to maintainer
  • Figma
    • invite
    • acceptance
  • 1password
    • invitation request via #admin Slack channel
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • Add to email address(s)
  • Add to VRMS
  • Update Project Profile
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

@mariaweissman
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mariaweissman commented Oct 10, 2024 •
edited
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Onboard Rick Peng

@mariaweissman
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mariaweissman commented Oct 11, 2024 •
edited
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Onboard srishti gupta

@ExperimentsInHonesty
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ExperimentsInHonesty commented Oct 25, 2024 •
edited by mariaweissman
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Onboard 2024-10-25 Runsheng " Sarina" Liu

  • Google Drive
    • Add to drive as Manager
  • Roster
    • Send link
    • Team member adds themselves
    • Check for Public and note in roster
  • GitHub
  • Figma
  • 1password
    • invitation request via #admin Slack channel
    • acceptance
    • add to vaults
      • Expunge-Assist
      • Zoom vault
  • [email protected] email address and google drive
    • Team member logs in and accesses themself using 1password Expunge-Assist vault information
  • Add to VRMS
    • Bonnie Added Manually
  • Update Project Profile
  • Train how to
    • login to team account
    • setup chrome shortcut for adding to desktop
    • use zoom spreadsheet, vault and accounts
    • calendar invite

I added her to the following meetings:

  • Monday Weekly PM meeting
  • Friday Weekly All Team Meeting
  • Friday Monthly PM.Org meeting
  • Friday Weekly PM CoP meeting

But I didn't know if I should add her to content, design or dev sync, so I didn't

I added her to two Slack channels
#expunge-assist
#expunge-assist-pm-and-leads

@CBx3000
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CBx3000 commented Oct 25, 2024 via email

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Labels
dependency The issue or reason why this issue is in the icebox documentation Improvements or additions to documentation feature: onboard / offboard onboarding & offboarding issue level: missing This issue is missing an issue level label priority: low role: product management size: 1pt can be done in 6 hours or less
Projects
P: EA: Project Board
Status: Start Here
Milestone
06. Team Workflow
Development

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8 participants
@ExperimentsInHonesty @thomasdemoner @jamiesiu @brandohayes @ValeriyaMetla @amejiamesinas @CBx3000 @mariaweissman