🤖 One-stop Automation for the PBS Social Committee!

Credit: ChatGPT!

Isn't being "social" annoying? With this repository, you can automate away the annoyances!

Welcome to the ultimate automation hub for the PBS Social Committee! Say goodbye to tedious manual tasks and hello to streamlined, automated processes. This repository has everything you need to manage event reminders and announcements effortlessly.

⚠️ Disclaimer: This repository is provided "as is," with no guarantees as to its functionality. Stuff may be broken, behave unexpectedly, etc. We've tried to test where possible, but by proceeding to use this you acknowledge that you are doing so at your own risk! ⚠️

📑 Table of Contents

1. Features
2. How It Works
3. Setup
4. Usage
   • Launch Event Reminders
   • Pause Event Reminders
   • Compile Schedule
5. Starting a New Term
6. Finishing Out a Term
7. Updating Committee Membership
8. Adding or Modifying Events
9. Repository Organization
10. Example
11. Contributing
12. License
13. Acknowledgments

🚀 Features

• Automated Event Reminders: Automatically send reminder emails for one-time, weekly, and monthly events.
• Dynamic Email Templates: Use customizable Markdown templates for consistent and professional announcements.
• GitHub Actions Integration: Trigger workflows to launch or cancel event reminders with ease.
• Secure Email Handling: Store sensitive email credentials securely using GitHub Secrets.

📋 How It Works

1. Events Configuration:

   • List all your events in the events.tsv file.
   • Specify the start date, frequency (one-time, weekly, monthly), and the content file for each event.

2. Email Addresses:

   • Add the email addresses of your admins, organizers, and sender in the email_addresses.csv file.
   • Ensure the "Sender" role is designated to the email address that will send the reminders.

3. Templates:

   • Customize your email content using Markdown files stored in the templates folder.
   • The admin.md template includes placeholders for dynamic content insertion.

4. Actions:

   • Once you have the events, email addresses, and templates set up, you can automate many of your tasks as a social committee member by running the appropriate action:
     • Launch Events: uses the events.tsv file and contents of the templates folder to generate automatically scheduled tasks. Reminder emails are sent out 24 hours before each scheduled event. Repeated (e.g., weekly, monthly) events are supported.
     • Compile Schedule: Generates a formatted PDF of the schedule of this term's events. The updated PDF may always be found here. This can be sent out to the department, posted on a website or in Slack, etc.
     • Pause Events: at the end of the term (or if unforseen circumstances arise), you can pause event reminders by running the Pause Events action

To run any action, navigate to the Action tab near the top of this page, click the desired action in the upper left, click "Run workflow" in the upper right, and then confirm by pressing the green "Run workflow" button in the menu that pops up.

🛠️ Setup

1. Fork the Repository:

   • Press the "Fork" button in the upper right and follow the instructions (just do this once).
   • Navigate to your fork (https://github.com/username/pbs-social-committee).
   • Press the "Sync fork" button to make sure you're up to date with the source repository!

2. Add GitHub Secrets:

   • Navigate to your forked repository on GitHub.
   • Go to Settings > Secrets > Actions.
   • Add a new secret with the name GMAIL_PASSWORD and the value of your Gmail password.

3. Configure CSV and TSV Files:

   • Update events.tsv with your event details:
     • Event Name: The name of the event.
     • Start Date: The start date in YYYY-MM-DD format.
     • Frequency: 'O' for one-time, 'W-X' for weekly on day X, 'M' for monthly.
     • Content File: The filename of the content file in the templates folder.
     • Date: A plain text description of the event date.
     • Time: The time of the event.
     • Location: The location of the event.
   • Update email_addresses.csv with your team members' email addresses and roles:
     • Name: The name of the person.
     • Role: Admin, Organizer, or Sender.
     • Email address: The email address of the person.

🚀 Usage

Launch Event Reminders

Trigger the launch_events.yml workflow to start sending event reminders.

1. Go to the Actions tab in your GitHub repository.
2. Select Launch Events workflow.
3. Click Run workflow.

Pause Event Reminders

Trigger the pause_events.yml workflow to stop sending event reminders.

1. Go to the Actions tab in your GitHub repository.
2. Select Pause Events workflow.
3. Click Run workflow.

Compile Schedule

Trigger the compile_schedule.yml workflow to generate the event schedule PDF.

1. Go to the Actions tab in your GitHub repository.
2. Select Compile Schedule workflow.
3. Click Run workflow.
4. When it's done, view the updated schedule here!

🔄 Starting a New Term

1. Update Events and Email Addresses:

   • Modify events.tsv with new or updated event details.
   • Update email_addresses.csv if committee membership or admin staffing has changed.
   • Update templates/admin.md with new admin names if needed.

2. Run Launch Events Script:

   • Trigger the launch_events.yml workflow to start sending event reminders.

3. Compile Schedule:

   • Run the compile_schedule.yml workflow to generate and view the updated schedule PDF.

🏁 Finishing Out a Term

Trigger the pause_events.yml workflow to stop sending event reminders.

1. Go to the Actions tab in your GitHub repository.
2. Select Pause Events workflow.
3. Click Run workflow.

🔄 Updating Committee Membership

1. Add or Remove Members:

   • Update email_addresses.csv with new or removed members.
   • Ensure the "Sender" role is assigned correctly.

2. Update Admin Template:

   • Modify templates/admin.md with new admin names.

➕ Adding or Modifying Events

1. Add New Events:

   • Add new event details to events.tsv.
   • Create a new Markdown template file in the templates folder for the new event.
   • Run the launch_events.yml workflow to start sending reminders for the new event.

2. Modify Existing Events:

   • Update events.tsv with new details or change the content file.
   • Edit the corresponding Markdown template in the templates folder.
   • Run the launch_events.yml workflow to apply the changes.

🗂️ Repository Organization

📦pbs-social-committee
 ┣ 📂.github
 ┃ ┗ 📂workflows
 ┃ ┃ ┣ 📜launch_events.yml: Start automatic email notifications
 ┃ ┃ ┣ 📜pause_events.yml: Stop automatic email notifications
 ┃ ┃ ┗ 📜compile_schedule.yml: Update the PDF of the schedule (events_schedule.pdf) using the current events.tsv file
 ┣ 📂scripts
 ┃ ┗ 📜... scripts used to send event reminders (auto generated; don't touch these)...
 ┣ 📂templates: Used to generate email text (one per event type)
 ┃ ┣ 📜admin.md: 
 ┃ ┣ 📜game_night.md
 ┃ ┣ 📜hike_gile_mountain.md
 ┃ ┗ 📜... other event templates ...
 ┣ 📜generate_event_reminders.py
 ┣ 📜events.tsv: Information about the events for this term
 ┗ 📜email_addresses.csv: Information about relevant personnel on the social committee and administrative staff

💡 Example

Here's a quick example to get you started:

events.tsv

The events.tsv file is used to list all the events and their details for which you want to send reminders. Below is a detailed explanation of each column:

• Event Name: The name of the event.
• Start Date: The date the event starts, in YYYY-MM-DD format. This is used for scheduling automatic reminder emails.
• Frequency: The frequency of the event. This column accepts the following values:
  • O: One-time event (on the given day).
  • W-X: Weekly event on day X (e.g., W-Mo for every Monday). Other days: Sunday (Su), Tuesday (Tu), Wednesday (W), Thursday (Th), Friday (F), Saturday (Sa). Starts on the given start date.
  • M: Monthly event (repeated on the same day of each month, starting on the given start date).
• Content File: The Markdown file containing the template for the event announcement. This file should be located in the templates directory and follow the format outlined below.
• Date: A plain text description of when the event occurs. This is used to compile the schedule.
• Time: The time of the event. This can be in any format (e.g., 4:00 - 5:30 PM).
• Location: The location of the event. This can also be in any format (e.g., Bucci Lounge, Moore Hall, 2nd floor).

Example of events.tsv:

Event Name	Start Date	Frequency	Content File	Date	Time	Location
Research Extravaganza	2024-09-20	O	research_extravaganza.md	Friday, September 20	TBD	TBD
Hike to Gile Mountain	2024-09-21	O	hike_gile_mountain.md	First two weeks of term	TBD	Meet at Moore Hall then carpool to Gile Mountain
Mid-term Wine and Cheese Gathering	2024-10-21	O	wine_cheese_gathering.md	Monday, October 21	4:00 – 5:30 PM	Bucci Lounge, Moore Hall, 2nd floor
Winter Holiday Party	2024-12-15	O	winter_holiday_party.md	Mid-December	TBD	TBD
Weekly Wednesday Woccoms	2024-09-25	W-W	wednesday_woccoms.md	Wednesdays throughout the term	2:30 – 3:30 PM	Meet in Moore lobby then walk around Occom Pond
Weekly Bagel Brunch	2024-09-27	W-F	bagel_brunch.md	Fridays throughout the term	10:00 – 11:00 AM	Bucci Lounge, Moore Hall, 2nd floor
Hikes with The Chair	2024-09-28	W-Sa	hikes_with_chair.md	Weekends throughout the term	TBD	Meet at Moore Hall then head to the trail
Pumpkin Carving	2024-10-30	O	pumpkin_carving.md	Wednesday, October 30	TBD	TBD
Game Night	2024-11-06	O	game_night.md	Wednesday, November 6	TBD	TBD

email_addresses.csv

The email_addresses.csv file is used to list the email addresses of the admins, organizers, and the sender responsible for sending the reminders. Below is a detailed explanation of each column:

• Name: The name of the person.
• Role: The role of the person. This column accepts the following values:
  • Admin: Receives announcement requests.
  • Organizer: Gets cc'd on announcement request emails.
  • Sender: The email address from which the reminders are sent. There can only be one sender, and the email password must be stored as a secret in GMAIL_PASSWORD. To set this up:
    • Navigate to your forked repository on GitHub.
    • Go to Settings > Secrets > Actions.
    • Add a new secret with the name GMAIL_PASSWORD and the value of your Gmail password.
• Email address: The email address of the person.

Example of email_addresses.csv:

Name,Role,Email address
John Doe,Admin,[email protected]
Jane Smith,Organizer,[email protected]
Bob Brown,Sender,[email protected]

Example template files:

Note: {DATE}, {TIME}, and {LOCATION} can be inserted into the template emails as placeholders for the actual event date, time, and location. This is useful for recurring events. Examples may be found here.

Example of templates/admin.md:

# Upcoming Event Notification

Dear Admin Staff,

Please send out the following announcement to the department:

===BEGIN===
[Your event content will be inserted here]
===END===

Thank you,
PBS Social Committee

Note: You need to have the ===BEGIN=== and ===END=== text; that tells the script where to paste the announcement text.

Example event template:

Event Calendar

Weekly Sync Meeting 🧑‍💼🤝🧑‍💼

Hey team,

Don't forget our weekly sync meeting!

**Date:** {DATE}
**Time:** {TIME}
**Location:** {LOCATION}

Cheers,
PBS Social Committee

Important notes:

• The first two non-whitespace lines should specify (a) the calendar name and (b) the event name as you want it to appear in the announcement and calendar, respectively.
• The Date, Time, and Location fields should be left exactly as specified in the example. The information will be populated automatically when announcements are sent out (using information in events.tsv).
• The last two lines (a closing salutation on one line, and the signatory on the last line) must be included

👩‍💻 Contributing

We welcome contributions! If you have ideas to improve this repository, feel free to submit a pull request. Or if something isn't working correctly, please submit an issue.

📄 License

This project is licensed under the MIT License - see the LICENSE file for details.

🎉 Acknowledgments

Special thanks to all of the PBS Social Committee members for their feedback and contributions!