Sagamore Hills PTA Google account

Documenting how Sagamore Hills PTA uses, and how to use, various Google products

Services

Google Calendar

See Sagamore calendar implementation.

Google Drive

See Sagamore Google Drive (online file storage and collaboration).

Google Groups

Powers both email (collaborative inboxes) and discussion groups.

• Use Google Groups with a Google account - Groups Help (or, what you can do without a Google Account)
• Comprehensive Google Groups FAQ

Google Sites

November 2013, Dave Barker started experimenting and taking Sagamore PTA Google Sites notes.

Google Apps

Google Apps allow organizations to use Google services (Gmail, Google Drive, and YouTube, etc.) with their own domain (sagamorehillspta.org), users, and access controls. As part of the Google for Nonprofits program, the PTA has free use of the Google Apps for Education tier of Google Apps. [Explain more]

There's a single account, admin@sagamorehillspta.org, as of 2013-07-23, that can be used to [log into Google Apps] (but nothing more).

Google Grants (AdWords)

This is your space to edit, John! ☺

Google for Nonprofits

The PTA as a nonprofit is enrolled in Google's Google for Nonprofits program as of July, 2013 (see the setup notes for details).

The program is managed by Google Accounts designated as program Administrators at https://google-for-nonprofits.appspot.com/home . As of July, 2013, this is the following (but obviously should include something PTA official (e.g. pta@sagamorehillspta.org)).

• Dave Barker (2013-07-18)
• John Lenz (2013-07-23)

Being in the Google for Nonprofits program allows the Sagamore Hills PTA to enroll in "exclusive nonprofit products". The PTA is currently (2013-07) enrolled in Google Apps for Nonprofits, but may be interested in Google Grants (AdWords), YouTube for Nonprofits, or others.

Accounts

Google manages access to its services through Google Accounts. A Google Account sign in looks like an any email address (not just username@gmail.com). Anyone can create a Google Account.

The following Google Accounts are somehow associated with Sagamore Hills PTA.

sagamorehillspta@sagamorehillspta.org

This is the singular account used by anyone who needs to modify resources (drive documents, calendars, website, etc.), and is given the most permissive permissions to all resources.

Historic: Prior to 2014-01-16, sagamorehillspta@sagamorehillspta.org was a group (not an account); this is no longer the case (sagamorehillspta@sagamorehillspta.org is now an account).

photos@sagamorehillspta.org

Used to manage photos (and other large media) of Sagamore Hills Elementary School.

People can email photos or links to photos@sagamorehillspta.org. Gmail can be used to easily add the photos to photos@sagamorehillspta.org's Sagamore Google Drive.

When the photos need to be used, photos@sagamorehillspta.org's Sagamore Google Drive makes it easy. These (relatively) big photo files are not added to sagamorehillspta@sagamorehillspta.org Google Drive "My Drive" folder, saving sagamorehillspta@sagamorehillspta.org users from having those big files automatically synced to their computers (though they are accessible).

admin@sagamorehillspta.org

This account is special because it implicitly has access to all Google Apps hosted resources. The account should be used for setup and administration only.

The account had to be created when Google Apps for sagamorehillspta.org was initiated by Dave Barker on 2013-07-19. The username is admin and a password hint is sag. As of 2013-07-19, it can only be used to log into the Google Apps control panel (no email).

Groups

Here, we note how Google Groups can be used for permission/ownership assignment, but they can also be used for communications (i.e. discussion groups).

Historic

The following are no longer in effect.

sagamorehillspta@sagamorehillspta.org

This group was retired 2014-01-16 10:57 and is now its own account

• Group member listing (if logged in as admin)

Anyone involved with the PTA (needs to manipulate PTA resources (e.g. calendar)) is assigned to this group by admin@sagamorehillspta.org , and this group is assigned full access to all Sagamore Hills PTA Google hosted resources. That way, as individuals come in and out of the PTA, they need only be added/removed to/from the group to gain/lose access to any PTA resource.

It is not used as a discussion list.

Setup

See Sagamore Hills PTA Google account setup for details on how all of this is setup.