Processes for joining or leaving team members
Admin tasks to do when someone joins or leaves the FSFE. This can be volunteer core team members, interns, staff, or GA members.
If the person leaves the FSFE or her employment ends, you have to revert most or all steps.
1. FSFE account
In the latter case, the account has to be manually activated. Ask them to write an email to email@example.com to make the account managers aware of it. They should then report back to you to allow you to execute the next steps.
2. Mailing Lists
Add the person to important mailing lists, depending on her position:
Intern/Employee: team@, staff@
System Hackers: system-hackers@
GA: team@, ga@
On the server list1, you can run find_member firstname.lastname@example.org to check a person's membership of possibly sensible mailing lists.
3. LDAP team group
Add the new team member (being in the European core team, an intern or an employee) to the "team" group in the LDAP database
Log into the LDAP server (berzelius) and run
ldapvi -D 'cn=admin,dc=fsfe,dc=org' -b 'ou=groups,dc=fsfe,dc=org'
For each CN, there is a separate section. Add the person to the appropriate sections.
Intern/Employee: team, staff
System Hackers: sysadm
GA: team, ga
More info about ldapvi in the syshackers documentation.
4. Access to the wiki internal pages
In order to allow users to access restricted pages, you have to add them to Wiki groups by adding their FSFE accout name in a list. Please note that usernames are case sensitive!
These pages define a group of wiki users that have access to some restricted pages (usually dealing with internal team matters). See this page for further instructions.
Employees have to and interested core team members can be member of the chitchat XMPP room.
Room moderators have to add the jabberid to the access list of the room. This can be done via XMPP clients. Please note that the Jabber account has to exist.
Intern/Employee (mandatory): chitchat
Team/GA (optional): chitchat
System Hackers: syshackers
OTRS is our ticket system. Please add the person to the relevant queues.
Team: depends on individual interests and positions
Employee: depending on work areas
System Hackers: System Administrators
GA: depends on individual interests and positions
If a person leaves, please make sure to transfer ownership of the remaining open tickets to someone else.
7. Git / Gitea teams
Since some of our files and knowledge resides on git.fsfe.org, new people have to be added to some teams in order to access their repositories. Please note that you can only add users who logged in to Gitea at least once.
Some groups use Kanboard extensively.
Please note that when removing a person from a huge board with many (also archived) cards, the process might take quite long. Do not close the board immediately but wait for Wekan going through all cards and removing the person from them.
Some groups use our Nextcloud installation. Most groups are synced with LDAP, so no need for you to do anything here.
Select teams have access to our Passbolt installation which is independent of LDAP or other services.
New users can be invited from within the web interface, and afterwards added to their respective fine-grained groups. Removed users can just be deleted altogether.
It might make sense to rotate the preceding HTTP Basic Auth Password once in a while.
11. Welcome message
Send the Welcome Message to the new team member, replacing the FILLME placeholders with proper values.
When someone leaves
Please do the opposite for all the things explained above.
System Hackers coordinators and the FSFE Council can review this repository to see access reports.
Also, when people are leaving the organization, they sometime want to keep working for FSFE as volunteers. Please ask the person if he / she wants to keep some user account to keep doing things as a volunteer.