Attendee Care App - Requirements

[Malwine]

Currently we are using Google Spreadsheets to organize our attendees. This is a lot of work which could be automatized in order to take less time and be more secure (e.g. not loosing any data).

We discussed a few times that it would be nice to have an app which helps us handle the application process.

We saw that BridgeFoundry created an app to handle the process called Bridgetroll. But we might need our own app as we have special needs.

Me and the ClojureBridge Berlin orga team would be glad if somebody steps up and wants to build it. The only condition we have is that for the initial planning one person from the orga team and one person who has been involved with attendee care is on board.

This is issue can be the starting point for planning the app so it meets our requirements in the end. Please feel free to add requirements, discuss the MVP or ask questions.

There are many ideas what the app could help us with. But let's start with the MVP for the application process.

The ClojureBridge App

MVP for the application process

Please have a look at the attendee care recipe too.

• Organizers can create an account
• Events can be created by orgas (they can be a workshop or coaches training etc.)
• Attendees can sign up for events through a form with same questions as in our Google Forms (maybe: they can create an account to monitor their status)
• Orgas can see a list of applicants
• The app picks x amount of random applications to sends the invitation mail
• Attendees who are not chosen get to the waitinglist
• Some people might be chosen without the random picking e.g. for diversity reasons
• The chosen attendees get a mail with a link to the app, they can click accept or cancel application
• as soon as somebody clicks cancel the next random person from the waiting list gets invited
• when the application process is finally closed it should be possible to print out a list with the attendees

[socksy]

This sounds great, and exactly what we'd need from such an app. However, I'd suggest that the first version be whittled down, and let us concentrate on getting something done and out the door ready for next time.

To be a truly minimal viable product, it just needs to be better than the Google spreadsheets. So let's whittle down some of the requirements:

1. We don't need log in at first, just hide it with htaccess somewhere. We can easily add authentication later (or out of the box with some frameworks) but concentrating on getting an entire, real app will delay the usage of such an app.
2. Add multiple events later. For the first clojurebridge this is used for, there's only going to be one event that matters and adding an event associated with each application is a migration away
3. We don't need to support a form input straight away, we can import from Google spreadsheets (but imo this would be high priority after MVP)
4. Yes, we should see list of applicants XD
5. Picking random applicants is a must from the MVP. Sending emails from an app that get through spam filters can be a pita, so maybe it doesn't actually have to do that, but could prepare the email in some way
6. State management of each applicant (whether they're on the waiting list) is the killer feature of this over spreadsheets
7. Deliberate choices could be merged with 5, e.g., random selection is only ticking some checkboxes
8. We can do a link to automatically state changes, but I suspect people will click the wrong one occasionally and this will need manual override. The MVP could well still be doing this manually for each candidate with check boxes, and still be an improvement over copying and pasting applicants from one table to the next
9. See 8, but agreed for when that feature is implemented
10. First version this can be literally printing the filtered list :D

So all in all, a list of applicants, imported with Google spreadsheet, which can be randomly selected, and have an applicant state associated with each (applied, invited, waiting list, accepted, declined).

[Malwine]

Thanks @socksy @lislis and @Realtin !
Please go on and plan the MVP which you think is best. I just wanted to get this started :)
Have fun! Looking forward! 💯

[socksy]

I would like to close this issue because this is not relevant as of now for the next workshop. I now Arne is investigating the scripting within Google Spreadsheets, but I think the scope is far more limited than what this issue is covering. Perhaps this can be moved to new, smaller issues.

Some of it can be moved to multiple issues on @ariaru's project, https://github.com/ariaru/workshop-manager/issues/, but preferably in such a way that they're easily achievable small chunks for someone still learning Clojure Web Dev (and maybe people will be hacking with her soon, I think @lislis was interested?).