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IT Team Wishlist

Purpose: Feature requests and automation opportunities for IT team implementation.

Overview

Two implementation tracks: - Track A: Manual + Familiar Tools — Google Sheets, Google Forms, WhatsApp, Google Calendar - Track B: Semi-Automated — Slack, n8n, Camunda, integrations

Philosophy: Volunteers use familiar tools; IT builds complexity behind the scenes.

1. Calendar & Scheduling

Monthly Events Calendar

Need: Generate upcoming month's calendar with all center events, neighborhood sessions, courses, and SKY follow-ups for stakeholder review before publishing.

Track A (Manual) Track B (Automated)
Master Google Sheet with tabs: Center Events, Neighborhood, Courses, Follow-ups n8n workflow pulls from multiple sources into unified view
Manual entry by coordinators Google Calendar → Sheet sync (automated)
Export to Google Calendar manually Auto-generate monthly summary for Slack review
WhatsApp message to stakeholders for approval Slack approval workflow: stakeholders react ✅ to approve
Manually post to social media / website Approved calendar auto-publishes to website/social

Deliverables:

  • [ ] Monthly calendar template (Sheet)
  • [ ] Review workflow (approval before publish)
  • [ ] Public calendar view (website embed or shared link)

SKY Follow-up Schedule

Need: Maintain and publish weekly follow-up schedule (Sat 3:30pm, Sun 10:30am) with room assignments and facilitator.

Track A (Manual) Track B (Automated)
Google Sheet with weekly schedule Recurring events in system auto-populated
Facilitator signs up via Sheet Slack bot asks for facilitator signup weekly
WhatsApp reminder to facilitator day before n8n sends automated reminder (WhatsApp/SMS/email)
Manual update if room changes Room conflict detection alerts coordinator

Deliverables:

  • [ ] Follow-up schedule Sheet/calendar
  • [ ] Facilitator signup process
  • [ ] Automated reminders

2. Event Registration & Check-in

Intro Talk / Event Registration

Need: Capture registrations, send confirmations, reminders, and enable check-in.

Track A (Manual) Track B (Automated)
Google Form for registration Form with auto-confirmation email
Responses go to Sheet Sheet syncs to CRM (HubSpot/Mailchimp)
Manual confirmation email Automated reminder 24hr + 2hr before event
Paper sign-in at event QR code check-in via tablet
Manual entry of attendees post-event Check-in auto-updates attendance in Sheet/CRM

Deliverables:

  • [ ] Registration form template
  • [ ] Confirmation/reminder email sequence
  • [ ] Check-in system (QR or tablet)
  • [ ] Attendance tracking

Course Registration Tracking

Need: Track registrations across courses (AoL portal for courses, Eventbrite for local events).

Existing Systems:

  • AoL Registration Portal - Org-level system for standard courses (read-only locally)
  • Journey App - Course taker app for post-course practice
  • Journey Teachers App - Admin app for teachers/coordinators (attendance, course management)
  • Eventbrite - Local events registration
Track A (Manual) Track B (Automated)
Coordinator checks AoL portal + Eventbrite n8n pulls from Eventbrite API
Updates local Sheet with counts Auto-sync to dashboard
WhatsApp updates to team Slack channel with daily registration updates
Use Journey Teachers App for course admin Integration layer for unified view

Deliverables:

  • [ ] Course tracking Sheet (unified view of AoL portal + Eventbrite)
  • [ ] Registration dashboard
  • [ ] Eventbrite API integration

3. Lead Management & Follow-up

48-Hour Follow-up Flow

Need: Ensure every event attendee gets timely follow-up (thank you → next step invitation).

Track A (Manual) Track B (Automated)
Export attendees from Sheet Attendee list auto-syncs to email tool
Manually send thank you email same day Auto thank-you email within 6 hours
Manually send follow-up Day 1, Day 2 Drip sequence: Day 1 (warm), Day 2 (invite to next)
Track responses in Sheet CRM tracks opens, clicks, responses
Manual assignment for personal follow-up Hot leads auto-assigned to volunteer for call

Deliverables:

  • [ ] Follow-up email templates
  • [ ] Automated drip sequence
  • [ ] Lead scoring (hot/warm/cool)
  • [ ] Assignment workflow

Lead Source Tracking

Need: Know where each participant came from (which event, venue, referral).

Track A (Manual) Track B (Automated)
Add "How did you hear?" to forms UTM parameters on registration links
Manual tagging in Sheet Auto-tagging by source in CRM
Manual reporting on sources Dashboard: registrations by source

Deliverables:

  • [ ] Source tracking fields
  • [ ] UTM link generator
  • [ ] Source attribution report

4. Volunteer Coordination

Volunteer Shift Signup

Need: Volunteers sign up for event roles (greeter, facilitator, setup, etc.).

Track A (Manual) Track B (Automated)
Google Sheet with available shifts Signup form with real-time slot availability
Volunteers edit Sheet directly Slack bot: "Who can help Saturday?" with reactions
Coordinator confirms via WhatsApp Auto-confirmation when slot filled
Manual reminder before shift Automated reminder 24hr before

Deliverables:

  • [ ] Shift signup Sheet/form
  • [ ] Slot availability logic
  • [ ] Automated confirmations and reminders

Volunteer Directory & Skills

Need: Know who can do what (teach, host, design, call, etc.).

Track A (Manual) Track B (Automated)
Google Sheet with volunteer info, skills Searchable database (Airtable or Sheet)
Manual lookup when need arises Slack command: /find-volunteer skill:design
WhatsApp group for general asks Targeted asks based on skills/availability

Deliverables:

  • [ ] Volunteer directory with skills tags
  • [ ] Search/filter capability
  • [ ] Availability tracking

Volunteer Hours & Recognition

Need: Track volunteer contributions for recognition.

Track A (Manual) Track B (Automated)
Volunteers self-report hours in Sheet Auto-log from shift check-in
Manual tally for recognition Dashboard: top contributors this month
Coordinator announces in WhatsApp Slack bot: monthly shoutouts

Deliverables:

  • [ ] Hours tracking
  • [ ] Recognition dashboard/announcements

5. Communication & Outreach

WhatsApp Broadcast Lists

Need: Segment contacts for targeted messaging (graduates, active volunteers, leads by interest).

Track A (Manual) Track B (Automated)
Manually maintain broadcast lists Sync from CRM/Sheet to WhatsApp Business
Copy-paste message to each list Message templates with personalization
Manual tracking of who received what Delivery/read tracking

Deliverables:

  • [ ] Broadcast list management
  • [ ] Message templates
  • [ ] Opt-out handling

Social Media Content Calendar

Need: Plan and schedule social media posts aligned with events.

Track A (Manual) Track B (Automated)
Google Sheet content calendar Sheet + Buffer/Hootsuite integration
Manual posting per platform Scheduled posts from calendar
Canva for graphics Canva templates linked in Sheet
Manual tracking of engagement Auto-pull engagement metrics

Deliverables:

  • [ ] Content calendar template
  • [ ] Scheduling integration
  • [ ] Engagement tracking

Email Newsletter

Need: Monthly newsletter to community (events, stories, announcements).

Track A (Manual) Track B (Automated)
Write in Google Doc, copy to Mailchimp Template in Mailchimp, content blocks
Manual list management Auto-sync subscribers from forms
Manual send Scheduled send with A/B subject testing

Deliverables:

  • [ ] Newsletter template
  • [ ] Subscriber management
  • [ ] Send scheduling

6. Reporting & Metrics

Weekly Dashboard

Need: At-a-glance view of key metrics for team and board.

Track A (Manual) Track B (Automated)
Coordinator compiles numbers in Sheet n8n pulls from multiple sources
Manual summary in WhatsApp/email Auto-generated Slack summary every Monday
Charts created manually Google Data Studio / Looker dashboard

Metrics to track:

  • Registrations this week/month/YTD
  • Event attendance
  • Follow-up response rates
  • Volunteer hours
  • Lead pipeline (new → contacted → registered → attended)

Deliverables:

  • [ ] Metrics tracking Sheet
  • [ ] Automated dashboard
  • [ ] Weekly summary distribution

Board Reporting

Need: Monthly/quarterly reports for board with trends and highlights.

Track A (Manual) Track B (Automated)
Export data, create slides manually Auto-generated report from dashboard
Manual narrative write-up Template with auto-populated numbers
Email to board Scheduled report delivery

Deliverables:

  • [ ] Board report template
  • [ ] Auto-populated metrics
  • [ ] Scheduled delivery

7. Knowledge Management

Volunteer Knowledge Base

Need: Central place for SOPs, templates, FAQs, training materials.

Track A (Manual) Track B (Automated)
Google Drive folder structure NotebookLM for Q&A on documents
Manual search through docs Slack bot: /ask how do I set up for intro talk?
WhatsApp for questions AI-assisted answers with source links

Deliverables:

  • [ ] Organized Drive structure
  • [ ] SOP documents
  • [ ] Searchable Q&A (NotebookLM or similar)

Contact & Venue Database

Need: Searchable database of venues, contacts, partnership status.

Track A (Manual) Track B (Automated)
Google Sheet (contacts-directory.md equivalent) Airtable with linked records
Manual status updates Slack reminders: "Follow up with The Hepburn?"
Manual lookup Search by venue type, status, location

Deliverables:

  • [ ] Venue/contact database
  • [ ] Follow-up reminders
  • [ ] Search/filter interface

8. Facility & Asset Management

Room Booking System

Need: Book center rooms without conflicts.

Track A (Manual) Track B (Automated)
Google Calendar per room Calendly or custom booking form
Check calendar before booking Real-time availability in booking form
Manual conflict resolution Auto-reject if conflict
WhatsApp to confirm Auto-confirmation email

Deliverables:

  • [ ] Room calendars
  • [ ] Booking form
  • [ ] Conflict detection

Equipment Checkout

Need: Track who has what equipment (projector, speakers, etc.).

Track A (Manual) Track B (Automated)
Sign-out sheet (paper or Sheet) Form-based checkout with due date
Manual follow-up if overdue Auto-reminder when due
Manual inventory check Dashboard: what's out, what's available

Deliverables:

  • [ ] Checkout tracking
  • [ ] Overdue reminders
  • [ ] Availability dashboard

Priority Matrix

Quick Wins (High Impact, Low Effort)

Feature Track Impact Effort
Monthly calendar Sheet A High Low
Registration form template A High Low
Follow-up email templates A Medium Low
Volunteer shift signup Sheet A Medium Low
Room booking calendar A Medium Low

High Value (High Impact, Medium Effort)

Feature Track Impact Effort
48-hour follow-up automation B High Medium
Weekly metrics dashboard B High Medium
Event reminder automation B Medium Medium
Volunteer directory with skills A/B Medium Medium

Strategic (High Impact, High Effort)

Feature Track Impact Effort
Full CRM integration B High High
NotebookLM knowledge base B Medium High
Board reporting automation B Medium High
QR check-in system B Medium High

Implementation Phases

Phase 1: Foundation (Month 1-2)

  • [ ] Monthly calendar Sheet + review workflow
  • [ ] Registration form template
  • [ ] Follow-up email templates
  • [ ] Volunteer shift signup
  • [ ] Room booking calendars

Phase 2: Automation (Month 3-4)

  • [ ] n8n: Event reminders (24hr, 2hr)
  • [ ] n8n: 48-hour follow-up drip
  • [ ] Slack: Weekly metrics summary
  • [ ] Slack: Volunteer shift asks

Phase 3: Integration (Month 5-6)

  • [ ] CRM sync (forms → Mailchimp/HubSpot)
  • [ ] Dashboard (Google Data Studio)
  • [ ] NotebookLM knowledge base
  • [ ] QR check-in system

Tools Reference

Tool Purpose Track Cost
Google Sheets Data storage, tracking A Free
Google Forms Registration, surveys A Free
Google Calendar Scheduling, room booking A Free
WhatsApp Business Broadcast, coordination A Free
Canva Graphics, templates A Free tier
Mailchimp Email campaigns A/B Free tier (500 contacts)
Slack Team coordination, bots B Free tier
n8n Workflow automation B Self-hosted (free) or cloud
Camunda Complex workflows B Free tier
NotebookLM Knowledge base Q&A B Free
Airtable Relational database B Free tier
Google Data Studio Dashboards B Free

IT Backlog: External Setup Tasks

Tasks that require IT to create/configure external systems (Google Calendar, Sheets, etc.).

Calendar Infrastructure

Task Priority Description Status
Create room calendars High One Google Calendar per room: MMH, YR, UNR, LR Not started
Set up calendar overlay Medium Combined view showing all rooms for full center schedule Not started
Share calendars with coordinators High Center Coordinator + backups get edit access Not started
Add recurring sessions High Pre-populate FU-SAT, FU-SUN, SATSANG, KIA as recurring events Not started

Calendar Naming Convention: - AoL-DC: MM Hall - AoL-DC: Yoga Room - AoL-DC: UN Room - AoL-DC: Library Room

Data Sheets

Task Priority Description Status
Create Facilitators sheet High Columns: Code, Name, Email, Phone, Backup, Notes Not started
Create Venues sheet Medium VenueID, Name, Address, Contact, Capacity, Status Not started
Create Equipment sheet Low ItemID, Name, Location, Condition, LastCheck Not started
Link sheets to calendars Medium Calendar events reference facilitator by code → sheet lookup Not started

Facilitators Sheet Structure: 

| Code    | Date       | Facilitator | Email | Phone | Backup | Notes |
|---------|------------|-------------|-------|-------|--------|-------|
| FU-SAT  | 2025-12-28 | Andy        | ...   | ...   | TBD    |       |
| FU-SUN  | 2025-12-29 | TBD         |       |       |        |       |

Integration Tasks

Task Priority Description Status
Template event in calendar Medium When creating event, use [CODE] prefix format Document process
Reminder automation Medium n8n workflow: remind facilitator 24hr before their session Not started
Conflict detection Low Alert if same room double-booked Future

Access Control (Cloudflare)

Task Priority Description Status
Set up Cloudflare Access Low Role-based access to docs site by persona Future
Define access groups Low Volunteer (C), Lead (B), Admin (A) groups by email Future
Restrict /admin/ paths Low Only Admin group can access /admin/* pages Future
Restrict /lead/ paths Low Lead + Admin groups can access /lead/* pages Future

Persona Access Matrix:

Path Volunteer (C) Lead (B) Admin (A)
/ (index) ✓ ✓ ✓
/volunteer/* ✓ ✓ ✓
/lead/* ✗ ✓ ✓
/admin/* ✗ ✗ ✓

Current state: Full access at / for everyone. Access control is future work once personas are validated.

Docs Site Analytics (Working)

Current Setup: - Cloudflare Pages hosts the MkDocs site - Cloudflare Access authenticates users via email PIN (artofliving.org domain) - Cloudflare KV (FEEDBACK_KV) stores pageviews and feedback

How it works: 1. User visits any page → main.html override sends pageview to /api/feedback 2. Cloudflare Worker reads Cf-Access-Authenticated-User-Email header 3. Stores in KV: { email, page, type, feedback, timestamp }

KV Data Structure: 

Key: feedback_{timestamp}_{randomId}
Value: {
  "email": "user@artofliving.org",
  "page": "/lead/reference/event-initiative-template/",
  "type": "pageview",
  "feedback": "viewed",
  "timestamp": "2025-12-25T04:38:50.447Z"
}

Nav Visibility: - All pages in mkdocs.yml nav are published - Data files (/data/*) currently in nav for visibility - To hide data files from public nav: remove from mkdocs.yml (files still accessible via direct links)

Todos:

Task Priority Description Status
Add GET endpoint for feedback Medium Add route to Worker to fetch feedback data with auth Not started
Feedback export to Sheet Low Scheduled job to export KV data to Google Sheet for analysis Future
Pageview dashboard Low Simple view of who's reading what pages Future

Sakhi: AI Assistant Implementation (Camunda 8.8)

Sakhi is the AI buddy concept for volunteers, leads, and teachers. See Ideas Backlog for the vision.

Platform: Camunda 8.8 SaaS

Camunda provides the orchestration layer for Sakhi's workflows — handling state, human tasks, integrations, and proactive nudges.

Component Camunda Feature Purpose
Conversation flow BPMN process Route user queries to right handler
Proactive nudges Timer events "Intro talks start in 10 days" reminders
Human handoff User tasks Escalate to human when Sakhi can't help
Drive integration Service tasks Create docs from templates, lookup files
State tracking Process variables Remember context across interactions

Architecture:

┌─────────────────────────────────────────────────────────────┐
│                        USER CHANNELS                         │
│   WhatsApp  ←→  Twilio  ←→  Webhook  ←→  Camunda Process    │
│   Web Chat  ←→  Direct  ←→  Webhook  ←→  Camunda Process    │
└─────────────────────────────────────────────────────────────┘
                              ↓
┌─────────────────────────────────────────────────────────────┐
│                    CAMUNDA 8.8 (SaaS)                        │
│  ┌─────────────┐  ┌─────────────┐  ┌─────────────┐          │
│  │ Query Router│→ │ LLM Service │→ │ Response    │          │
│  │ (Gateway)   │  │ (Claude API)│  │ Formatter   │          │
│  └─────────────┘  └─────────────┘  └─────────────┘          │
│         ↓                ↓                                   │
│  ┌─────────────┐  ┌─────────────┐  ┌─────────────┐          │
│  │ Timer Events│  │ Human Tasks │  │ Drive API   │          │
│  │ (Nudges)    │  │ (Escalation)│  │ (Docs)      │          │
│  └─────────────┘  └─────────────┘  └─────────────┘          │
└─────────────────────────────────────────────────────────────┘
                              ↓
┌─────────────────────────────────────────────────────────────┐
│                     EXTERNAL SERVICES                        │
│   Google Drive API  │  Claude API  │  Calendar API          │
└─────────────────────────────────────────────────────────────┘

Implementation Phases:

Phase Camunda Components Deliverable
1. Knowledge base None (manual) Organized Drive, runbooks indexed
2. Simple Q&A Basic process + LLM connector WhatsApp bot answers FAQs
3. Drive integration Service tasks + Google API Create event docs from templates
4. Proactive nudges Timer events + message tasks Milestone reminders to leads
5. Human handoff User tasks + Tasklist Escalation queue for complex queries

Camunda 8.8 Specifics:

Feature How Sakhi Uses It
Connectors REST connector for Claude API, Google Drive API
Forms Tasklist forms for human review/approval
Operate Monitor active conversations, debug failed flows
Optimize Track response times, handoff rates
Multi-tenancy Separate dev/prod environments

IT Backlog Tasks:

Task Priority Status
Set up Camunda 8.8 SaaS account Medium Not started
Design Sakhi BPMN process (basic Q&A) Medium Not started
Configure Claude API connector Medium Not started
Configure Google Drive connector Low Not started
Set up WhatsApp → Camunda webhook (Twilio) Low Not started
Design proactive nudge timer flows Low Future

Dependency: Phase 1 (knowledge base organization) must complete before building Sakhi workflows.

See Facilitation Codes for the code definitions used in these systems.

Last Updated: December 2024 Owner: IT Lead

Last updated: 2025-12-25

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