New User Join Experience

Owned by R D
Last updated: 2023-11-06 by Daniel Puratich
3 min read

Table of Contents

Overview

Joining WARG as a UW student is as easy and frictionless as possible. This document outlines the ideal process for this! If you’re a lead please make sure your stuff complies with this and ask questions if you don't understand why something is the way that it is.

Administration

The maintenance and orchestration of the new user join experience is managed by WARG leads.

The Process

Discovery

Ideally we are discovered via Discord advertisements, real life posters, word of mouth, or any other means. All of which should funnel people to our website’s join page https://www.uwarg.com/join which we have QR codes for and should be linking to in all advertisements.

In the case that they end up in our discord first which is possible due to our community server status and presence of an invite link which is floating around they should be oriented back through our website by link as well.

Discord #readme-onboarding-instructions

Welcome to the Waterloo Aerial Robotics Group Discord server!

In some cases people seem to send us emails before finding our websites join page in which case the following email template should be used to respond:

Hi name,

If you’re interested, please check out https://www.uwarg.com/join which outlines the onboarding procedure and hop in our Discord to kick off the process!

Best,

name

Website

The website https://www.uwarg.com/join provides some information about the team, an explanation of our bootcamp system, and then an link into our discord server (the link to the discord server is not provided here to avoid confusion). For information about our discord invite please see Discord Invite .

Verification

When a new user joins the server, they are prompted by the welcome message to check the onboarding channel, which contains instructions to join as a full member as shown above. The New Bootcamper role is automatically assigned to them by a bot.

Only the Landing category is available to view, and the only action possible to proceed is verification.

At this stage they’re given the google calendar information as well so they can see our meetings. Notably this google calendar should include our start of term information sessions we run for new members as well as subteam meetings which they’re welcome to join.

Bootcamp

After verification, the Information and General categories are available to the user. All other categories continue to be hidden, including subteam categories. Self-assignable subteam bootcamper roles reveal the respective subteam category, including the subteam bootcamp channel.

Following verification they in discord they can see a link to Bootcamper Onboarding . This has instructions to direct them to starting a subteam bootcamp. Once the user starts the bootcamp it is indicated when they post a message in a subteam bootcamp channel.

Bootcamper Onboarding links to Welcome to the WARG Bootcamp Space! where people find and then complete the subteam specific bootcamp. If people somehow find the subteam bootcamp before the general bootcamper onboarding doc they all have links going backwards.

Member

Upon completion of the sub-team’s bootcamp, the user pings the appropriate subteam leads to remove the New Bootcamper role and to request access to non-Discord WARG tools.

Further the Bootcamper Onboarding document, leads, and the subteam specific bootcamp should direct them to New Member Onboarding - Administration - WARG which contains general information and then the subpages contains subteam specific new member onboarding information

Pitfalls

These are some things that should be avoided when leads are setting up their new member process.

  • Ensure bootcamp is in the proper space.

  • Ensure onboarding information is in the proper section of admin space and subteam specific information is given as a subpage.

  • Use the archive feature to hide previous information from new bootcamper.

  • Leads must read this document to understand the intended flow and ensure their subteam complies to avoid confusion.

  • Please keep general information in the general areas such that each subteam doesn't have to rewrite the general stuff over and over again.

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