Commit 3a84e277 authored by Cassandra Gould van Praag's avatar Cassandra Gould van Praag
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add calpendo docs

parent 5aa7c0a5
# Calpendo automated email workflow
## On booking
### 1. Email to booker
To: Booker only
Subject: WIN Wednesdays - Your booking has been sent to Resource Managers for approval
> Dear [Booker]
> You have requested a booking for "WIN Wednesdays" on [dd/mm/yyyy].
> A resource manager will now review your booking to ensure the required information (title, abstract, authors and signed speaker release) has been supplied. Your booking will not be approved until all details have been entered. Your booking will be cancelled if the information has not been supplied by 17:00 (UK London time) on the Friday preceding your booking.
> If you have not already done so, please add the title of the talk, names of the authors, and the abstract to the booking, and upload the signed [speaker recording release](https://help.it.ox.ac.uk/files/replaydownloadablelegalpacknov2020zip). The meeting will be recorded during the presentation only and not during questions. A signed release should therefore be returned for everyone who intends to contribute to the main presentation.
> Please see [this guide](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/blob/master/WIP-guide.md) for a description of what your presentation should cover.
> Please note that the exact start time of each talk within a session is subject to change, and therefore speakers are required to be present for the duration of the session.
> If you have any questions, feel free to contact the WIN Wednesdays resource managers: Andrew.Galloway@ndcn.ox.ac.uk; cassandra.gouldvanpraag@psych.ox.ac.uk
Sent by the WIN Booking System. Please do not reply to this email as this address is not monitored.
### 2. Email to Resource manager
To: Resource manager group
Subject: WIN Wednesdays - New Booking has been created by [user account]
> Dear WIN Wednesdays resource managers,
> A new booking has been created on WIN Wednesdays by Shibboleth/psyc1182@ox.ac.uk for 22/09/2021.
> Please review and approve this booking here: [Link to approval]
> Sent by the WIN Booking System. Please do not reply to this email as this address is not monitored.
## Reminder if not approved
### 1. Timed -5 days (12:00 Friday)
To: Resource managers group
Subject: WIN Wednesdays - Review booking today
> Dear Resource Managers,
> A WIN Wednesday booking for [dd/mm/yyyy] requires your attention. Please approve or cancel this booking here by 17:00 today: [link to approve]
## Reminder if approved
### 1. Timed to -6 days (12:00-13:00 Thursday)
Incase they don't set one. Nice to have one to remind that detail will be sent out in the Monday Message. Can this email include detail from the booking?
To: Booker only
Subject: WIN Wednesdays - Your booking reminder
> Dear [Booker]
> This is a reminder for your scheduled WIN Wednesday presentation on [dd/mm/yyyy] at 12:00. The details below will be circulated in the next Monday Message. Please ensure they are correct. Amendments can be made until 17:00 Friday.
> [Description]
> [Title, Abstract, Authors]
> Please see [this guide](https://git.fmrib.ox.ac.uk/cassag/wip-update/-/blob/master/WIP-guide.md) for a description of what your presentation should cover.
> If you have any questions, feel free to contact the WIN Wednesdays resource managers: Andrew.Galloway@ndcn.ox.ac.uk; cassandra.gouldvanpraag@psych.ox.ac.uk
### 2. Timed as booker requested
To: Booker only
Subject: WIN Wednesdays - Your booking reminder
[As above]
# WIN Works in Progress (WIP) Calpendo Booking Procedure
*This guide is intended to be made available for WIN researchers via the intranet.*
**Outline**
1. [What is calpendo?](#what-is-calpendo)
2. []
## What is calpendo?
Calpendo is a ...
## Who can use calpendo
### How to get an account
Once your booking has been created, you will receive an email with the subject:
> Your booking on WIN Wednesdays has been sent to Resource Managers for approval
Admins will then review your booking to check the information is complete and the lecture release document has been signed.
Speaker recording release available from here: https://help.it.ox.ac.uk/files/replaydownloadablelegalpacknov2020zip. Choose the MS Word .docx version, or .pdf if MS Word is not available. If using the .pdf, please create text boxes an write over the appropriate white spaces.
Bookings can be made until 17:00 Friday before the next Wednesday?
# For Admins
We can create a booking outside of the template range, enabling one-off or extraordinary sessions. Note admin bookings will automatically be approved.
Approval process
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