Coordinator Onboarding Guide
Guide to onboarding and offboarding members in DeepFunding. Use the form to add, move, or remove members from circles, with secure updates to Mattermost, Drive, OpenProject, and Loomio.
Introduction & Purpose
This guide is all about helping you navigate the onboarding Form for onboarding and offboarding members in DeepFunding. It's set up to update our Operations database and connect with tools like Mattermost, Google Drive, Open Project and Loomio. We're talking about adding new folks or shifting existing ones between circles, and making sure everything's secure and compliant. Expect onboarding to take about 3-5 business days, and offboarding 1-3 days, mostly because of the behind-the-scenes work.
The form's quick to fill out, grab it here: Onboarding Form
When to Use the Form
So, when should you pull up this form? It's perfect for onboarding someone new to a circle or moving an existing member over. For offboarding, use it when someone's leaving a circle, maybe they're switching roles, heading out, or getting reassigned. Skip it for small profile tweaks, or anything not tied to circles.
Step-by-Step Form Walkthrough (Including Conditional Branches)
Alright, let's walk through filling out the form together, it's a branching setup in Google Forms, and it'll only take you 5-10 minutes. Required fields have stars (*), so don't skip those. Here's how it flows:
Start with:
1. Purpose (Dropdown, pick one):
Onboarding a new member to a circle → moves you into the onboarding path.
Offboarding from a circle → jumps you to the offboarding path.
Onboarding Path (Questions 3-9):
⚠️ Special note for brand new members: If the member is new to DeepFunding (not in any circle yet), you cannot complete the form right away. Do this first:
Send their email to the IT Circle to request a Mattermost invite.
Once the member accepts the invitation, ask them for their Mattermost username.
Only then should you come back to the form and continue the onboarding process.
2. Circle in Question (Dropdown, choose one): Pick the circle you're dealing with. Then it moves to Question 3.
3. Select New Member Type (Dropdown, pick one):
- Going with an existing Member (already in another circle)? It'll skip to Question
- For a New Member (brand new to DF All-Circles), it jumps to Question 5.
4. Select Existing Member (Dropdown, choose one): Scroll through the list and select the member. Once selected, you're done, hit submit.
5-9. New Member Details (Just for newbies):
5. Full Name: Their complete name.
6. Email: The member's email.
7. Wallet Address: Cardano Wallet Address for payments.
8. Github: Their GitHub username if they've got one (optional).
9. Mattermost Username: For communication access.
Offboarding Path (Questions 10-13):
10. Circle in Question (Dropdown, choose one): Same circle options as in onboarding.
11. Select Member (Dropdown, choose one): Pull from that same list of members as Question 5.
12. Has Last Payment been Audited and Processed? (Yes/No, pick one): Be honest if it's not done, go with No, and we'll flag it.
13. Remarks: Toss in any extra notes, like why they're leaving (optional).
Once you're good, just click Submit. No going back to edit, so if something's off, start a new one.
What Happens Next
Once you submit the form, here’s what happens behind the scenes:
For onboarding:
System Integrations (Automated)
The response flows into our linked Google Sheet.
From there, automated processes handle access provisioning:
Google Drive → member added to the right shared folders.
OpenProject → access set up for project/task management.
Loomio → added for decision-making and governance.
Wallet Address Validation (Semi-Automated)
A test payment of 1 FET is automatically requested for the new user.
If the onboarding is completed before Wednesday of that current week, coordinators should:
Notify the member to watch for the 1 FET payment in their wallet.
Ask the member to confirm receipt.
If no payment arrives, the coordinator should report the issue to the Operations Circle so it can be checked.
For offboarding:
System Access Revocations (Automated)
Removal from OpenProject, Loomio, and shared Google Drive folders.
Circle Mattermost channel access revoked.
Payment Audit Check (Manual)
If the last payment is not yet processed, Operations will be notified to resolve this before final offboarding is complete.
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