How to be an admin

MakeICT Drive permissions: Previous default settings said that any new file could be accessed by anyone with an @makeict.org account, which is a little unsafe if we don't maintain accounts diligently, which we don't. That's been changed so that any new file you create in your own private folder is private. If you create a file within the "MakeICT - Administration" tree, it will inherit the properties of the containing folder.

The MakeICT - Administration folder is shared with directors, leads, and IT - which means ONLY people in those groups will be able to access those files by default.

If you need to share files with people - whether inside or outside our organization - do not share it directly. Instead, create a group (or ask IT to do it for you), add that person to the group (they do not need to have a makeict.org account), and share the folder or file with the group instead of the individuals. It's much easier to remove a person from a group than it is to find all the files that have been shared with them and remove their permissions individually. For example, Dustin has a fundraising team that includes some people with and some without a @makeict.org account. By creating a group for them (which is already done), he has a way to communicate with them all at once and he can just share his Fundraising folder with that group. If someone leaves the team, he can just remove them from the group. They will no longer receive messages or have access to the files. We can do the same with the Outreach group (which is also already done), Marketing, etc.

Auditing our files and fixing permissions was incredibly time-consuming, and it would be really awesome if nobody ever has to do this again. So, please, from now on, use groups to share files and use your @makeict.org account when creating new files and folders. If you have any questions or uncertainty, please ask. Using the system correctly will help make sure that nobody has to do this work again and you'll never have to read a long boring message like this again.

Making groups: If you need to make a new group for group-messaging or group file-sharing, I have created a convenient tool which simplifies the process. The Group Copy Tool will allow you to create a new group using an existing one as a template for the settings.

You can manage a group (such as adding and removing users) by visiting https://groups.google.com/a/makeict.org/forum/#!forumsearch/

Photos have been moved: Photos have been migrated off of the MakeICT Drive to a public, shared album on Google Photos. This will save us space on the drive and it's easier for others to contribute photos to us with this platform.

Calendar and resource scheduling: I've migrated our calendar to one owned by our domain account, and I've created resources that can be scheduled so that we can avoid conflicts.

This is a whole new calendar, and the old calendar will be retired. Which means that if you've integrated the calendar with your Google account, you'll probably want to do that with this new one. Everybody on this list should receive an email with a link to the calendar so that you can add it to yours.

When creating a new event, on the right side where you would normally add guests, you'll find that you can now add resources. As of now, those resources include the classroom, co-working space, art gallery, lounge, and the spare projector. If your new event is at the same time that a resource is already scheduled, it will not appear in the resource list.