Onboard & Offboard: Tech Leads and Merge team #2689
Description
Dependency
When we need to onboard some new people to the tech lead team
Overview
We need to have a checklist of items to do when a technical lead or merge team member onboard and offboards so that the process can be consistent and fast.
Date Updated
- 2022-03-16
- When you integrate the changes from the Changelog, update the date above
- Note: Changelog is based on changes in the org template
Action Items
- Check to see if the Changelog for this process has new steps in it. If it does and the change is applicable to tech leads and/or merge team members, update this issue's templates (see below) and add the last date you updated the template in the date updated section above
- Copy template into a new comment below and click "Comment" button
- If you are onboarding a tech lead or merge team member, please set up a 1 hour time slot to meet with them so that you can go through this checklist with them and tell them about everything they are gaining access to.
- Where it says,
[ADD NAME AND ROLE OF PERSON BEING ONBOARDED/OFFBOARDED], replace it with the name of the person being onboarded and the role they are onboarding for. For example,John Doe to Merge TeamorJane Doe to Tech Lead - Check off as done
Onboard template
#### Onboard [ADD NAME AND ROLE OF PERSON BEING ONBOARDED]
- [ ] If you are onboarding a tech lead or merge team member, please set up a 1 hour time slot to meet with them so that you can go through this checklist with them, and add them to and tell them about everything they are gaining access to.
- [ ] 1password (Only Bonnie/Admin can do these steps and this should only be set up for tech leads)
- [ ] Invitation
- [ ] Acceptance
- [ ] Add to vaults
- [ ] hackforla.org website vault
- [ ] Zoom vault
- [ ] website devs vault
- [ ] If a merge team member is willing to lead dev meetings, request access to the Zoom vault for that member by posting a request in the #admin Slack channel
- [ ] (Tech leads only) Grant access to [Zoom Meeting Setup spreadsheet](https://docs.google.com/spreadsheets/d/15P3MYyNQ7Xn0pqdrTynDDipjrLl5LCN9xHVLhk9SWa8/edit#gid=1276874845)
- [ ] (Tech lead only) Set up email forwarding for the following accounts:
- [ ] websitedevs
- [ ] webadmins
- Here are instructions for how to set up email forwarding for each account:
- Sign into Google account
- Go to Settings --> See all settings --> Forwarding and POP/IMAP
- In the "Forwarding", click "Add a forwarding address" and add the email address you want emails to be forwarded to
- Click "Next". Then confirm that is the email address you want to forward to by clicking "Proceed"
- A confirmation code will be sent to the forwarding email address. Enter that code in the "confirmation code" box and click "Verify"
- Then go to "Filters and Blocked Addresses" tab and click "Create a new filter"
- In the "To" field, enter the email address of the account you are in right now and then click "Create a filter".
- Check off "Forward it to" and then in the "Choose an address" dropdown, select an email address.
- Then click the "Create filter" button.
- [ ] Google Drive
- [ ] (Tech leads only) Add to HackforLA.org website drive as Manager
- [ ] (Tech leads only) Add to HfLA website Admin drive as Manager
- [ ] Update [on-call spreadsheet](https://docs.google.com/spreadsheets/d/1uq65QGwIpbx60JZZpqd7juHwEytDEOJap6e6u1klSVw/edit#gid=236697191) by
- [ ] Removing them from "Developers" columns
- [ ] If they are joining as a Merge Team member, add them to be on-call at least 2 days a week in the "Tech Lead/Merge Team Member" column. (If there are a lot of Merge Team members, such as 4 or more, this can be reduced to 1 day a week at the discretion of the Tech Lead.)
- [ ] If they are joining as a Tech Lead and there aren't enough Merge Team members, add the Tech Lead as needed to the the "Tech Lead/Merge Team Member" column. Otherwise, if there are enough Merge Team members, remove the Tech Lead from the "Tech Lead/Merge Team Member" column.
- [ ] Slack channel membership
- [ ] hfla-site channel (May already have joined as a junior developer)
- [ ] hfla-site-pr channel (May already have joined as a junior developer)
- [ ] hfla-site-merge channel
- [ ] hfla-site-onboarding
- [ ] [Roster](https://docs.google.com/spreadsheets/d/11u71eT-rZTKvVP8Yj_1rKxf2V45GCaFz4AXA7tS_asM/edit#gid=0) (They may already be added when they did onboarding as a junior developer but double check.)
- [ ] Send link
- [ ] Team member adds themselves
- [ ] GitHub
- [ ] Check "Public" at [People page](https://github.com/orgs/hackforla/people)
- [ ] Add to [website team](https://github.com/orgs/hackforla/teams/website/members) (They may already be on this team when they did onboarding as a junior developer)
- [ ] Change membership to maintainer
- [ ] Add to [website-write team](https://github.com/orgs/hackforla/teams/website-write/members) (They may already be on this team when they did onboarding as a junior developer)
- [ ] Change membership to maintainer
- [ ] Add to [website-merge team](https://github.com/orgs/hackforla/teams/website-merge/members)
- [ ] (Tech leads only) Change membership to maintainer
- [ ] (Tech leads only) Add to [website-admins team](https://github.com/orgs/hackforla/teams/website-admins/members)
- [ ] Note: website-admins has permissions to allow for deleting of the whole repo, so please be VERY careful.
- [ ] (Tech leads only) Change membership to maintainer
- [ ] Add to Google calendar invites
- [ ] Sun All Leads Meeting (occurs the first Sunday of each month)
- [ ] Sun All Team Meeting (May already have invite if joined team as a junior developer)
- [ ] Tue Dev Team Meeting (May already have invite if joined team as a junior developer)
- [ ] Thu Dev Office Hours (May already have invite if joined team as a junior developer)
- [ ] Mon Dev/PM Meeting (Only required for tech leads)
- [ ] Create issue to add them as a Technical Lead or Merge Team member on the [project page](https://www.hackforla.org/projects/website)
- [ ] Add to or edit [team wiki page](https://github.com/hackforla/website/wiki/Meet-the-Team)
- [ ] (Tech leads only) Share Google Data Studio: [Hack for LA Organizational Dashboard](https://datastudio.google.com/reporting/16J9XI19pQejSDNFvjl_V3ZezJ502rM_a/page/e1JSB)
- [ ] Show them where the info from the Dashboard appears on our website: https://www.hackforla.org/dashboard/
- [ ] Train how to
- [ ] (Tech leads only) Login to team account
- [ ] Setup shortcut for adding a profile to the desktop: chrome://settings/manageProfile
- [ ] Go to `chrome://settings/manageProfile` and click “Create Desktop Shortcut” at the very bottom. Then, look at your desktop and you will see a Google icon for your profile.
- [ ] This creates desktop shortcuts for Google accounts, which is
- [ ] Valuable for using different accounts and emails for testing
- [ ] Handy to have a folder for various Google profile shortcuts
- [ ] (Tech leads only) Use Zoom spreadsheet, vault and accounts
- [ ] Calendar invite
- [ ] (Tech leads only) Update and change GitHub tokens
- [ ] Merge pull requests (including "Squash and merge" option)
- [ ] (Tech leads only) Go over the Admin drive and how this should only be shared with admin members (including merge team members and tech leads) and only developers working on an issue that needs access
- [ ] Tell them to read [Wins Form Admin Guide](https://docs.google.com/document/d/1j1JTX5XzotgVCVZ91ImvenedPN5-IVjdSKDukq1B9iE/edit#heading=h.c8tc614ce3iu)
- [ ] Unsubscribe from getting notifications from issues and prs unless you are at mentioned
Offboard template
When they leave the team use the Offboarding template
#### Offboard [ADD NAME AND ROLE OF PERSON BEING OFFBOARDED]
- [ ] 1password removal (Only Bonnie/Admin can do this. Only need to do for tech leads because merge team members are not set up with 1password.)
- [ ] Remove from
- [ ] hackforla.org website team vault
- [ ] Zoom vault
- [ ] website devs vault
- [ ] Remove from hfla-site-merge Slack channel (Only Bonnie/Admin can do this)
- [ ] Google Drive
- [ ] Demote to "Contributor" in [HfLA website drive](https://drive.google.com/drive/u/0/folders/0AKWbU6_2dvZuUk9PVA)
- [ ] Remove from HfLA website Admin drive
- [ ] Remove from [on-call spreadsheet](https://docs.google.com/spreadsheets/d/1uq65QGwIpbx60JZZpqd7juHwEytDEOJap6e6u1klSVw/edit#gid=236697191)
- [ ] Remove from [Monthly Signup](https://docs.google.com/spreadsheets/d/1phPsEd_RVjQlHI4hsPJVEqqi4Ua-4WI7lhXNggtuc24/edit?skip_itp2_check=true&pli=1&gid=63654157#gid=63654157) sheet
- [ ] Remove email forwarding for them in the following accounts:
- [ ] websitedevs
- [ ] webadmins
- [ ] [Roster](https://docs.google.com/spreadsheets/d/11u71eT-rZTKvVP8Yj_1rKxf2V45GCaFz4AXA7tS_asM/edit#gid=0)
- [ ] Change "Permissions" to "Member"
- [ ] GitHub
- [ ] Before removing them from any teams, make sure they are already a member of the [website team](https://github.com/orgs/hackforla/teams/website/members) They should already been added to the website team when they joined.
- [ ] Remove "Maintainer" membership role from [website-write team](https://github.com/orgs/hackforla/teams/website-write/members) and [website team](https://github.com/orgs/hackforla/teams/website/members)
- [ ] Remove from [website-merge team](https://github.com/orgs/hackforla/teams/website-merge/members)
- [ ] Remove from [website-admins team](https://github.com/orgs/hackforla/teams/website-admins/members) (Only for tech leads)
- [ ] Figma
- [ ] Remove from team (if they are on there)
- [ ] Remove from Google calendar invites
- [ ] Sun All Leads Meeting (occurs the first Sunday of each month)
- [ ] Sun All Team Meeting
- [ ] Tue Dev Team Meeting
- [ ] Thu Dev Office Hours
- [ ] Mon Dev/PM Meeting (if they are on the invite)
- [ ] Create issue to remove them as a Technical Lead or Merge Team member on the [project page](https://www.hackforla.org/projects/website)
- [ ] Remove them from the [team wiki page](https://github.com/hackforla/website/wiki/Meet-the-Team)
- [ ] Remove access to Google Data Studio: [Hack for LA Organizational Dashboard](https://datastudio.google.com/reporting/16J9XI19pQejSDNFvjl_V3ZezJ502rM_a/page/e1JSB)
- [ ] (Tech leads only) Revoke access to Zoom Meeting Setup spreadsheet
- Once offboarded, hide their onboarding and offboarding comment
Resources/Instructions
- 1password.com
- HackforLA.org website Google Drive
- HfLA website Admin Google Drive
- Team roster
- Check "Public" at People page
- GitHub Teams:
- On-call spreadsheet
- WIKI team page
- Hack for LA website Figma
Changelog is based on changes in the [org template](https://raw.githubusercontent.com/hackforla/.github/main/.github/ISSUE_TEMPLATE/onboard---offboard--product.md