How to enter or modify a new Training using Google Calendar
Login to the TNSAR Calendar (make sure you are logged in with the username info@tahoenordicsar.org). Change to this account if you must.
2. Navigate to the day/month where a new training will occur (or the day that an existing training will be modified); click on the day to add or modify a training and this window will pop up.
3. Populate the new training details (date, time, location, description). Be sure to add tnsar-trainings@tahoenordicsar.org as a guest, while not allowing them to modify the event. Click to save the training.
Note: tnsar-trainings@tahoenordicsar.org is a TNSAR Google Group which contains the email addresses of all team members interested in being notified of trainings. Once the training is saved these individuals will receive an email with the training details, as well as a button to RSVP and an ICS attachment to add the training to their calendar. When members receive an email inviting them to a training, if they click "Yes" the calendar item will be added to their Google Calendar (if they use Google Calendar). Otherwise, members can also add the TNSAR calendar to their Google calendar via this URL. Finally, the email invitation will include a .calendar and .ics attachment that people can open to add the training to their non-Google calendar. Something like this:
4. At this point the training is visible; confirm by looking at the calendar here.
5. The training owner for this new training is info@tahoenordicsar.org (because you were using this team account when the training was created); however, you should change the owner to whoever is leading the training (you will need their email address to do this). The main reason to change the owner is so that the training leader can modify the training if needed; can review the RSVP list; and once the training is complete, will be able to edit the RSVP list to account for who actually attended. To change the owner navigate to the training entry on the TNSAR calendar, and click the training once. Click the vertical ellipsis icon (Options) at the top right and then click Change owner.
Once the owner has been changed the new owner will receive an email asking for confirmation for the owner change.
6. The training owner can make any changes to the training; once the training has been updated you will be prompted whether to send an email to all invited informing them of the change(s).
9. Once the training has occurred, the list of RSVP's can be pruned to only account for those who showed up. To do this:
a. Click on the training
b. Edit the training (click on the pencil at the top left of the training)
c. Click on the 4 outbound arrows to expand all members
d. The training leader can delete those RSVP's who didn't show up by clicking the x, then save the changes.
