Sagamore Hills PTA Google account setup

This is a log of how the Sagamore Hills PTA Google account was setup.

2015-05-18 12:00 Reorganize Google Groups[edit]

Add communications@sagamorehillspta.org to the Google Groups admin role (from Admin) so that it can create Google Groups. This also means communications@sagamroehillspta.org is the owner of new groups by default and will receive group notifications (like moderation notices). Updated documentation to reflect this and have sagamorehillspta@sagamorehillspta.org be a manager by default so that can manage members (but not post or receive group notices).

2015-05-12 12:00 Convert remaining collaborative inboxes[edit]

There are now no longer any collaborative inboxes (powered by Google Groups). The 2 remaining, treasurer & garden, are now regular accounts with GMail (joining communications)

2015-05-05 08:00 Convert communications@sagamorehillspta.org[edit]

communications@sagamorehillspta.org was established as a Google Group "collaborative inbox", but now I think it should be a conventional email address, so:

Delete the Google Group, communications@groups.sagamorehillspta.org . There is no export functionality, but there wasn't much to save
Create the organizational unit, "email", with only the email service enabled
Create the account communications@sagamorehillspta.org in the "email" organizational unit
Update the Sagamore email and Sagamore Hills PTA Google account documentation
(Soon) Do the same for treasurer@sagamorehillspta.org & garden@sagamorehillspta.org (the only other collaborative inboxes)

2015-02-01 12:00 photos@sagamorehillspta.org[edit]

Create the Google Account, photos@sagamorehillspta.org
Add its password to the Password file
Change ownership of most photos in the PTA Google Drive from sagamorehillspta@sagamroehillspta.org to photos@sagamorehillspta.org
See the photos@sagamorehillspta.org account for how it works

2014-08-22 11:30 Create discussion groups for stem and grounds[edit]

Using the instructions on Sagamore PTA discussion groups, Dave Barker created discussion groups for STEM at Sagamore (by request of David Klein) and grounds (building & grounds)

2014-08-04 12:00 Create first collaborative inboxes[edit]

Setup the first collaborative inboxes (what is a collaborative inbox?) for PTA communications and treasurer positions.

2014-05-06 22:00 Create Google Group for Garden[edit]

Using the steps at Sagamore PTA discussion groups, Creating a new group, created the first group, for use by Sagamore Garden collaborators. Core garden people were added to the group and an announcement was made.

2014-01-18 19:00 Enable Google Groups[edit]

For now, enable Google Groups exclusively on the groups.sagamorehillspta.org subdomain (created earlier).

Google Apps → Add Services → Google Groups for Business, Add it now
Google Apps → Groups for Business → OFF → ON for everyone

Open up to use by the public: Google Apps → Groups for Business → Sharing settings (be sure the following are selected):

Public on the Internet (so everyone can use it)
Only domain admins can create groups (force the issue)
Group owners can allow members from outside this domain (trust those running the group)
Group owners can hide groups from the groups directory (allows not listing collaborative inbox groups)

Now we can setup Sagamore PTA discussion groups (Google Apps Groups aren't just permissions containers or simple email forward anymore).

2014-01-18 17:39 Create subdomain groups.sagamorehillspta.org[edit]

As admin@sagamorehillspta.org (so email to the groups works): Admin → Domains → Add a domain or a domain alias → Add another domain

Create domain groups.google.com: Panel → Domains → Manage Domains → Add New Domain / Sub-Domain → Full Hostsed [had to]
Add MX records: Panel → Mail → Custom MX → groups.sagamorehillspta.org → Edit → Custom MX Records

Tried to add a CNAME record for groups.sagamorehillspta.org (not necessary, but makes group web interface urls prettier), but can't with Dreamhost. As they said 2014-01-20:

You can setup a subdomain in two ways. Right now
groups.sagamorehillspta.org is setup as DNS ONLY. Since it shows as its
own domain on the 'manage domains' page you can add custom MX records.
But you can't add a CNAME since it's setup as its own domain.

The other way to set it up would be to click the DNS likn under
sagamorehillspta.org and create the CNAME for groups. But then you
couldn't add MX records to it. I'm sorry for there isn't a way to have
both in our system. Please let us know if you have any further questions.

2014-01-16 10:57 Change users and groups[edit]

Dave Barker & David Klein decided to move away from the prior setup of edit access by logging into personal Google Apps accounts (assigned to a group with edit permissions), to editors logging in with a single shared sagamorehillspta.org Google Account.

Update permissions for services used:

Calendar: Remove "admin" (it's implicit) and add sagamorehillspta with "Make changes AND manage sharing" to the two existing calendars, "Sagamore Hills Elementary School" and "Volunteer @ Sagamore Hills Elementary School"
Drive: Establish a new folder "Sagamore Hills PTA" owned by sagamorehillspta
Sites: Remove "admin" (it's implicit) and make sagamorehillspta owner, remove group (now "unknown group")

2013-09-11 23:43 Add first volunteers to group[edit]

Log into the Google Apps Admin console with the admin account, add the first round of volunteers to the group (co-presidents, communications, and a couple others).

2013-09-11 22:57 Create a Google Drive top-level folder[edit]

Log into Google Drive with the admin account
Create a folder named "Sagamore Hills Elementary School"
Grant our group edit access

The idea is that this one folder can be shared with all volunteers so they can all use the folder contents. See Sagamore Google Drive for details.

I'd (Dave Barker) like to consider public access of some kind as well sometime.

2013-09-11 13:40 Turn on Google Drive[edit]

Log into the Google Apps Admin console with the admin account, go to Google Apps and turn on the Drive service.

Experiment later with usage

2013-08-25 19:24 Create a calendar[edit]

Dave Barker turned on the Calendar service from Google Apps.

In Settings for Calendar (Google Apps settings), change "Sharing settings" → "External Sharing options for primary calendars" and "General Settings" → "External Sharing options for secondary calendars" to "Share all information, and allow managing of calendars" (from "Only free/busy information (hide event details)").

Then, visiting the calendar service as admin@sagamorehillspta.org, created a new calendar (the default calendar is special in some ways I think, so didn't use it).

Calendar Name: Sagamore Hills Elementary School
Description: blank
Location: blank

Select "Share this calendar with others", "Make this calendar public", and be sure "See all event details" is selected.

Under "Share with specific people", add "sagamorehillspta@sagamorehillspta.org" and choose "Make changes AND manage sharing". The idea here is that anyone added to the sagamorehillspta@sagamorehillspta.org group will be able to manage the calendar (admin@sagamorehillspta.org is just the owner, but will not manage the calendar).

Added the entry, Sagamore Hills PTA Google account#Google_Calendar

2013-08-25 19:01 Create a group[edit]

Dave Barker, through the admin@sagamorehillspta.org account, created a group, sagamorehillspta@sagamorehillspta.org, and assigned himself, dave@1.0ne.org, to it (others to be added later). The idea is that permissions/ownership be assigned to this group. 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.

2013-08-25 18:43 Turn off all services except AdWords[edit]

Dave Barker turned off all Google Apps services except AdWords via the admin@sagamorehillspta.org account. Keeping things simple. Can turn on services on an as need basis.

AdWords remains on because John Lenz is interested, though I'm not sure it needs to be on here (it may be enough that it's part of our Google for Nonprofits account, of which he's an admin).

2013-07-23 08:52 John Added as Administrator of Google for Nonprofits[edit]

John Lenz was added by Dave Barker as an Administrator of Google for Nonprofits (they're now the two Administrators). John will be enrolling the PTA in the Google Grants (AdWords) program.

2013-07-22 04:30 Google Apps Enrollment Approved[edit]

Congratulations!
We're pleased to inform you that Sagamore Hills ES PTA has been approved for Google Apps for Nonprofits! Google Apps for Nonprofits gives your nonprofit access to the Education Edition of Google Apps for free.
To view these changes, please log in to your control panel using your Google Apps administrator account and password at https://www.google.com/a/[your_domain.com], replacing [your_domain.com] with your actual domain.
If you need help getting started, the following resources are available to assist you:
- Google Apps Deployment Site: http://deployment.googleapps.com/. - Google Apps Help Center: https://support.google.com/a/?hl=en - Google Apps Support Team: https://support.google.com/a/go/support.
If you're looking to expand the capabilities of Google Apps, a Google Partner may be able to help. You can find a partner on the Enterprise Partner Search site at http://www.google.com/a/partnersearch/#home. Many Google Partners offer nonprofit discounts and we recommend inquiring with our Partners for more details.
Welcome to Google Apps for Nonprofits!
Sincerely,
The Google for Nonprofits Team Follow us on Google+: https://plus.google.com/+GoogleforNonprofits
Please note: This email was sent from a notification-only address that cannot accept incoming email. Please do not reply to this message.
Application Information: Charity ID: 58-6072487
Organization: Sagamore Hills ES PTA

2013-07-19 20:52 Google Apps Enrollment Received[edit]

Hello,
Thank you for applying for Google Apps for Nonprofits. We will contact you within three business days regarding the status of your application.
If you have not done so already, please register your domain with Google Apps and complete the domain ownership verification process. Failure to complete either of these steps will result in your application being rejected. To complete these steps, please refer to the Google Apps for Nonprofits application instructions at https://support.google.com/nonprofits/answer/2858465?hl=en.
We look forward to reviewing your application. Sincerely,
The Google for Nonprofits Team Follow us on Google+: https://plus.google.com/+GoogleforNonprofits
Please note: This email was sent from a notification-only address that cannot accept incoming email. Please do not reply to this message.
Application Information: Charity ID: 58-6072487
Organization: Sagamore Hills ES PTA

2013-07-19 20:00 Apply for free Google Apps[edit]

Submit Google Apps for Nonprofits enrollment form for sagamorehillspta.org from Google for Nonprofits account

2013-07-19 19:48 Dave, welcome to Google Apps for Business[edit]

It's easy to get Google Apps up and running. Sign in »
Google Apps for Business Username: admin@sagamorehillspta.org Discover a better way of working. Get started with web-based email, calendar and documents that let you work from anywhere.
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Forgot your password? Reset it now. Welcome to Google Apps Google Apps is a cloud-based productivity suite that helps you and your team connect and get work done from anywhere on any device. It's simple to set up, use and manage, allowing you to work smarter and focus on what really matters. Complete setup Just sign in to your account and let our setup wizard be your guide. If you'd like extra help getting started, contact our support team with any technical questions or concerns. Get help from a local expert Not far from you there's a Google Apps Reseller—an experienced IT service provider who can help you transition to Google Apps. You'll get expert assistance with setup or migrating from other software. To get help fast, find an expert near you.
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Sincerely, The Google Apps Team Explore Our Website » Help Center »
© 2013 Google Inc. 1600 Amphitheatre Parkway, Mountain View, CA 94043
You have received this mandatory email service announcement to update you about important changes to your Google Apps product or account.

2013-07-19 19:45 Login to new Google Apps account[edit]

Login with admin@sagamorehillspta.org
Verify domain ownership by setting a DNS TXT record at Sagamore Hills PTA Dreamhost account (domain registrar for sagamorehillspta.org) and verifying from Google Apps

2013-07-19 18:32 Sign-up confirmation and upgrading to Google Apps for Education[edit]

Hello Google Apps admin,
We're excited to help you offer powerful communication and sharing tools to sagamorehillspta.org with Google Apps!
Before you can access Google Apps' advanced features like mail migration, phone support and APIs, you'll need to verify ownership of sagamorehillspta.org. Once you have completed the process, we will review your organization's status as an educational institution or qualified non-profit. In the meantime, we have signed you up for the free 30-day trial of Google Apps Business Edition.
To learn how to setup and deploy Google Apps, visit our getting started resource center for tips and instructions: http://www.google.com/a/help/intl/en/admins/resources/setup/
Step 1: Sign in to the administrative control panel. Here you can manage your user accounts, customize Google Apps, and contact our support team. To access the control panel, visit: http://www.google.com/a/sagamorehillspta.org
Step 2 (applicable if you did not purchase domain when you signed up): Verify domain ownership. Before we can fully activate your services, you will need to verify ownership of sagamorehillspta.org. From the control panel, you can verify by either uploading an HTML file or creating a special CNAME record. Verifying ownership does not cause any change to your existing services.
Step 3: Complete your upgrade to the Education edition of Google Apps. Educational institutions, please fill out this form: http://www.google.com/support/a/bin/request.py?contact_type=nonprofit&hl=en. U.S. Nonprofit organizations, follow these instructions: http://support.google.com/a/bin/answer.py?answer=2858465.
To find more information or get in touch, visit our Help Center at http://www.google.com/support/a. Please do not reply to this email; replies are not monitored.

Sincerely,
The Google Apps Team

2013-07-19 18:30 Establish Google Apps account[edit]

Dave Barker started at step #3 of Upgrade to Google Apps for Nonprofits

Create Google Apps account using the domain sagamorehills.org and using admin as a (necessary) first account.

2013-07-19 03:02 Google for nonprofits Application Approved[edit]

Congratulations!
We’re pleased to tell you that Sagamore Hills ES PTA has been selected to participate in the Google for Nonprofits program!
You may begin enrolling in benefits at https://google-for-nonprofits.appspot.com/home. Please note that there may be another short waiting period while we activate each of your products.
If you are already a grantee of a product through a separate program, your grant is still active and you do not need to re-enroll.
If you have any questions about enrolling in products, please consult our Help Center at https://support.google.com/nonprofits/?hl=en for detailed product enrollment instructions.
Welcome to the Google for Nonprofits program!
Sincerely,
The Google for Nonprofits Team Follow us on Google+: https://plus.google.com/+GoogleforNonprofits
Please note: This email was sent from a notification-only address that cannot accept incoming email. Please do not reply to this message.
Application Information: Charity ID: 58-6072487
Organization: Sagamore Hills ES PTA

2013-07-18 18:38 Google for Nonprofits Application Received[edit]

Thank you for applying to the Google for Nonprofits program. We will contact you within three business days regarding the status of your application. You can also check your status at any time by visiting https://google-for-nonprofits.appspot.com/checkstatus and logging in with your username and password.
Sincerely,
The Google for Nonprofits Team Follow us on Google+: https://plus.google.com/+GoogleforNonprofits
Please note: This email was sent from a notification-only address that cannot accept incoming email. Please do not reply to this message.
Application Information: Charity ID: 58-6072487
Organization: Sagamore Hills ES PTA

2013-07-18 18:30 Google for Nonprofits sign up[edit]

Dave Barker signed up with his personal Google Account, using:

Organization: Sagamore Hills ES PTA
EIN (Charity ID): 58-6072487
Address & Phone: 1865 Alderbrook Road, NE; Atlanta, GA 30345; 678-874-7502; (It's the schools information, as presented on the PTA website (I guess the PTA doesn't have their own))

Google for Nonprofits Administrators can be changed (currently, Dave Barker is the only one).