HfLA: Summer 2025 Potluck: Weekly Member Status Check of Meetups RSVPs

[Rabia2219]

Overview

We need to check the member status of people who have RSVPed on Meetup so that we can inform and remove non-members

Action Items

Perform Weekly After #52 is Completed

• confirm there is new data to work on
  • open resource 2.0
  • go to the sheet named new data check
  • if cell A2 is red and has the words New data to move
    • copy and paste the copy block into a new comment in this issue
    • add today's date
    • complete the steps
  • if cell A2 is green and has the words No new data to move
    • no further action is necessary
    • close resource 2.0

- Today's Date:
- [ ] hide the comments with the update message and last status check as resolved
#### Last Step for Prework 
- add attendee data to spreadsheet for status check
   - [ ] open resource 1.0
   - [ ] go to the sheet named `Add to Summer 2025 Meetup RSVP Reconciliation`
   - [ ] copy all the data in columns A, B and C
   - [ ] open resource 2.0
   - [ ] in the sheet named `HfLA Member Confirmation` add the number of rows you need
   - [ ] paste the values only from the copied data into column C of the first empty row
   - [ ] check the boxes in column J for the rows you just added
   - [ ] go back to the sheet named `Meetup Summer 2025 RSVPs` in resource 1.0
   - [ ] check the boxes in column A for the rows that you just pasted in the other sheet
   - [ ] close resources 1.0

#### Status Check (repeat for each new row added in the prework above)
- [ ] in resource 2.0, access the sheet named `HfLA Member Confirmation`
- [ ] select the first name in column C (User Name)
- Perform Primary Status Check Using Tables
   - [ ] open resource 3.0
   - [ ] search for the name
      - If Found, do the following in the `HfLA Member Confirmation` sheet
         - [ ] copy the corresponding first name from the column `name_first` and  paste it in column A
         - [ ] copy the corresponding last name from the column `name_last` and  paste it in column B
         - [ ] copy the corresponding email from the column `preferred_email` and paste it in column F 
         - [ ] copy the corresponding Slack handle from the column `slack_name` and paste it in column G 
         - [ ] select `TRUE` in column L 
         - [ ] select `TRUE` in column N 
- If Not Found In Tables, Perform Secondary Status Check Using Google Drive
   - [ ] log into the hfla-email-all account (resource 4.0)
   - [ ] paste `https://drive.google.com/drive/home` in the URL bar
   - [ ] paste the name that you want to search then `roster` in the search bar and press enter
   - [ ] open any spreadsheet that has a team name and roster as the title
   - [ ] search for the same name in the roster
   - If found, do the following in the `HfLA Member Confirmation` sheet
       - [ ] copy the corresponding first name and paste it in column A 
       - [ ] copy the corresponding last name and paste it in column B 
       - [ ] copy the corresponding email and paste it in column F 
       - [ ] copy the corresponding Slack handle and paste it in column G 
       - [ ] select `TRUE` in column M 
       - [ ] select `TRUE` in column N 
- If Not Found During Both Status Checks, do the following in the `HfLA Member Confirmation` sheet
   - [ ] select `FALSE` in column L 
   - [ ] select `FALSE` in column M
   - [ ] close all resources

Resources/Instructions

• 1.0 Hack_for_LA_Member_Summer_Potluck_Picnic_2025_event_attendees
• 2.0 Summer 2025 Meetup RSVP Reconciliation
• 3.0 Tables
• 4.0 for member confirmation through drive check use: hfla-email-all@hackforla.org

[Rabia2219]

Updated Action Items

Prework (Downloading, sorting, copying and pasting the attendee data so that the status check can be done)

• open resource 1.0
• click on 'Manage attendees'
• select 'Attendee details'
  • this will initiate a .csv download to your computer
• open resource 2.0
• upload the .csv from your computer
• open the file and when prompted select 'Google Sheets'
• select the entire table and add a filter to it
• select column W to filter on and choose Sort A to Z
• right click on the sheet name and select Copy to
• then select Existing spreadsheet
• paste Hack_for_LA_Member_Summer_Potluck_Picnic_2025_event_attendees in the search bar of the pop up and press enter
• select the file that shows up
• click on Insert
• click on Open spreadsheet in the popup
  • in case you mess up, you can open it from resource 3.0
• find the sheet that was just copied, it will start with Copy and will be at the end
• rename it using the convention `attendeesdownloaded-YYYY-MM-DD)
• move it to before the sheet named Meetup Summer 2025 RSVPs
• check the sheet before it to see what the last Name is
• go back to the latest sheet and copy the new rows
• go to the sheet named Meetup Summer 2025 RSVPs
• add the number of new rows you need
• paste the copied rows in column B of the first empty row
• clear column E (Email)
• go to the sheet named Add to Summer 2025 Meetup RSVP Reconciliation
• copy all the data in the all the rows
• open resource 4.0
• in the sheet named HfLA Member Confirmation add the number of rows you need
• paste the data in column C of the first empty row
• check the boxes in column J for the rows you just added
• go to the sheet named Meetup Summer 2025 RSVPs in resource 3.0
• check the boxes in column A for the rows that you just pasted in the other sheet
• close resources 1.0, 2.0 and 3.0

Status Check (repeat for each new row added in the prework above)

• in resource 4.0, access the sheet named HfLA Member Confirmation
• select the first name in column C (User Name)
• Perform Primary Status Check Using Tables
  • open resource 5.0
  • search for the name
    • If Found, do the following in the HfLA Member Confirmation sheet
      • copy the corresponding first name from the column name_first and paste it in column A
      • copy the corresponding last name from the column name_last and paste it in column B
      • copy the corresponding email from the column preferred_email and paste it in column F
      • copy the corresponding Slack handle from the column slack_name and paste it in column G
      • select TRUE in column L for the name
      • select TRUE in column N for the name
• If Not Found In Tables, Perform Secondary Status Check Using Google Drive
  • log into the hfla-email-all account (resource 6.0)
  • paste https://drive.google.com/drive/home in the URL bar
  • paste the name that you want to search then , roster in the search bar and press enter
  • open any spreadsheet that has a team name and roster as the title
  • search for the same name in the roster
  • if found
    • copy the corresponding first name from the column name_first and paste it in column A of HfLA Member Confirmation sheet
    • copy the corresponding last name from the column name_last and paste it in column B of HfLA Member Confirmation sheet
    • copy the corresponding email from the column preferred_email and paste it in column F of HfLA Member Confirmation sheet
    • copy the corresponding Slack handle from the column slack_name and paste it in column G of HfLA Member Confirmation sheet
    • select TRUE in column M for the name
    • select TRUE in column N for the name
• If Not Found During Both Status Checks, do the following in the HfLA Member Confirmation sheet
  • select FALSE in column L for the name
  • select FALSE in column M for the name
  • select FALSE in column N for the name

[ExperimentsInHonesty]

Hi X

We don't show you in our database. The party is only open to people who have finished onboarding and have volunteered. Please write back and let me know if you used a different name when onboarding or what email I should look up in our database (that you used during onboarding).

We are a volunteer tech organization. You can read all about us at https://hackforla.org./ I realize that meetup might have just shown you the title of the event, but the event does have the info about it being for people who have already onboarded and volunteered before. We do two in person social events per year, so that our volunteers can meet in person.

Thanks for your understanding.

Bonnie

---

Message 1

Hi X,

I saw that this is your first time registering for one of our events on Meetup. I know that there has been some of the confusion with Meetup just showing people the title of the event, and not showing the details before it lets you register. We do mention the need to have onboarded and volunteered with us before you attend one of our in person social events.

We don't show you in our database. The party is only open to people who have finished onboarding and have volunteered. Please write back and let me know if you used a different name when onboarding or what email I should look up in our database (that you used during onboarding).

If I don't hear back from you, I will remove you from the invite list on Wednesday.

If you are interested in volunteering on a tech project in the future, please check out our organization https://hackforla.org/

Thanks for your understanding.

Bonnie

Message 1 Response

Hey Bonnie, what do you mean please? Sorry can you let me know what is your event or link please? Thank wew

Message 2

Hi X,

We are a volunteer tech organization. You can read all about us at https://hackforla.org./ I realize that meetup might have just shown you the title of the event, but the event does have the info about it being for people who have already onboarded and volunteered before. We do two in person social events per year, so that our volunteers can meet in person.

Best,

Bonnie

Message 2 Response

Hi Bonnie,

Sounds great. I’m down to volunteer. I’ve been a volunteer 2 years ago that for temple

Can you send me the meetup link ? I would love to know which meetup and what time is it.

Best

X

---

Hi X,

I removed you from our RSVP list, since you have not volunteered for Hack for LA before. The party is a thank you to our current and past volunteers.

Best Wishes for a happy holiday season,

Bonnie

---

Message 1

Hi X

We don't show you in our database. The party is only open to people who have finished onboarding and have volunteered. Please write back and let me know if you used a different name when onboarding or what email I should look up in our database (that you used during onboarding).

If I don't hear back from you, I will remove you from the invite list on Wednesday.

Thanks for your understanding.

Bonnie

Message 1 response

Oh, I was not aware of an on boarding process. Maybe you can explain it to me?

Message 2

We are a volunteer tech organization. You can read all about us at https://hackforla.org./ I realize that meetup might have just shown you the title of the event, but the event does have the info about it being for people who have already onboarded and volunteered before. We do two in person social events per year, so that our volunteers can meet in person.

Message 2 Response

Ahhh ok! Ty!

---

Hi X,

Your bio says you went to onboarding on August 5th, but we don't show you in our database or attached to any project. The party is only open to people who have finished onboarding and have volunteered. Please write back and let me know if you used a different name when onboarding or what email I should look up in our database (that you used during onboarding).

If I don't hear back from you, I will remove you from the invite list on Wednesday.

If you are interested in volunteering on a tech project in the future, please check out an upcoming onboarding: https://www.meetup.com/hackforla/events/?type=upcoming

Thanks for your understanding.

Bonnie