Group Orientations

Who

All Program Supporters and Managers who hold orientations will set up group orientations. We request that you schedule at least 1-2 per month* for each type of orientation:

• MeetupMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. organizer 
• WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. organizer
• New Event Supporters (formerly MentorEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.)
• New Program Supporters (formerly DeputyProgram Supporter Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook.)

*Full-time sponsored Supporters will offer 1 event type/week.

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Create a Calendly account

Visit Calendly’s Getting Started page, and follow the process to set up a new account if you don’t have one already. Once you set up your account, please follow the next steps.

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Create a New Event

From your Calendly dashboard, click + New Event Type

Select Group

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Fill in the information for What event is this?

1. Event Name (Group orientation Meetup, Group orientation WordCamp, Group Orientation New Supporters, etc.)
2. Location (usually Google Meet or Zoom, whatever online meeting tool you prefer)
3. Description/Instructions
   Example of description:
   This is a weekly event that happens on DAY at TIME UTC. Before attending the call, please go through the WordCamp Organizer/Meetup Handbook. During this orientation, we’ll clarify doubts, answer questions, and discuss the details of planning and organizing phases. Looking forward to meeting with you all!
4. Event Link will autofill based on the Event Name (you can modify if you want to)
5. Max(imum) invitees in a spot – the choice is yours, but we suggest 5-10
6. Check the box to Display remaining spots on booking page.
7. Choose an event color.
8. Once finished, click Next.

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Fill in the information for When can people book this event?

1. Date range: choose when Invitees can schedule
2. Duration: for 5-10 people, we recommend at least 60 minutes
3. Availability: We recommend choosing Set custom hours 
   1. Calendar view: choose this if you want to select specific days and times to be available, select Calendar view
      1. Click on the date(s) you want to schedule a meeting.
      2. Choose Edit date(s).
      3. Set the time(s) you’re available.
      4. Finish by clicking Apply.
   2. List view: choose this if you’re available at the same day and time each week.
      1. Check the day(s) you’re available each week.
      2. Set the time(s) you’re available that day.
      3. Click Save as new schedule.
4. Time Before/After Event: The next section gives you the option to add buffer times around your meetings.
5. Additional Rules (optional):
   1. Start time increments: Set the frequency of available time slots for invitees.
   2. Scheduling conditions (recommended): Set the minimum amount of notice that is required and how many events are allowed per day.
   3. Time zone display (default setting recommended): Calendly detects your time zones to make sure everyone meets at the correct time.
   4. Secret event: please don’t select this option!
6. Click Next, and the event will be saved and show up in your dashboard!

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Fill in the information for Invitee Questions

By default, the information required to the invitees are name and email, but as you’ll be orienting several people at the time, you’ll need to know what their application is for, so you can check the tracker in advance and look for useful information left by the supporter who reviewed it.

1. Open the Invitee Questions section
2. Click on +Add New Question
3. Label the new field as Meetup Name, WordCamp Name, etc as needed, depending on the orientation event you’re creating
4. Mark this question as Required
5. Move the new question right below Email
6. Save

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Availability

In order to provide the best service for the community, let’s aim to schedule our group events at times and days without creating any conflict with other supporters. Before setting up your availability, please check this calendar and make sure that you don’t create an event at the same day and time already offered by someone else. (Note: all event time will be in UTC on the calendar)

Ideally, below is how our Community team weekly orientation schedule should look like for each event type:

• Meetup Orientation – 2 to 3 weekly events in English for different time zones, and 1 in Spanish
• WordCamp Orientation – 2 to 3 weekly events in English for different time zones, and 1 in Spanish
• New Event SupporterEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. Orientation – 2 weekly events in English for different time zones (Spanish orientation available upon request during the application review process)
• New Program SupporterProgram Supporter Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. Orientation – 2 weekly events in English for different time zones (Spanish orientation available upon request during the application review process)

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Orientations in Different Languages

For supporters and managers who offer orientations in languages other than English, please indicate it on the event name and description.

Example: Spanish Group Orientation: Meetup; French Group Orientation: WordCamp; etc.

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Clone Event

To create another event type, you can follow the steps since the beginning, or you can clone an event and then modify name, description, availability, and settings accordingly.

After cloning an event, the new one might appear switched OFF. Please remember to turn it on before sharing the link.

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Share your event links with the Community team 

Add your event links and availability to the Orientation Calendar Spreadsheet indicating the event time in UTC. You can use this link to Word Time Buddy to convert your local time to UTC.

All availability will be published on the Supporters and Managers handbook, as well as the Event Organizer handbook. Once you’ve created the event, it will appear on your Calendly dashboard. You can then click on the Copy link button:

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Booking process

After a successful application review, applicants will receive an email invitation via HelpScout to book a group orientation with the link to the handbook page where they can find all availability. Once they click on the slot that suits them better, they will be redirected to your Calendly booking page:

After confirming  a slot, both you and the applicant will receive a confirmation email. If you have connected Calendly to your personal calendar tool, the event will show up on your calendar as well.

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Connect Calendly to your personal calendar

Usually, you connect your calendar when you set up your Calendly account for the first time. In case you haven’t done it, you can go to Personal Settings → Availability → Connected Calendars

If you wish, you can connect multiple calendars:

For additional information about Calendly settings, please check the documentation at the page Getting Started.

Don’t forget to reflect any modification to your availability on your Calendly profile, for example if you go on vacation or if you working schedule changes, so people won’t book a call with you while your not available.

Last updated: October 4, 2023