Project: Application process

Organizers of Django Girls events currently do not have tools to manage the application process for each event, yet they receive 200+ applications from candidates for events.

How the process currently looks like?

• Organizers create a Google Form, often by making a copy of the template form we provide to them
• They grab a link to a public form and add it to the website
• Candidates fill out the form, all responses go in to a spreadsheet hosted on Google Drive
• After the time for applications is over, organizers need to manually update the website and turn off the form on Google Forms
• Then the scoring begins: organizers read all the applications in spreadsheet (which is crazy uncomfortable) and score them in additional column in the same spreadsheet. Organizers often see scores of other organizers before scoring, which can influence how they score.
• When the scoring ends, organizer need to choose the final X candidates they want to invite and additional X for waiting list.
• Once this is done, organizers send batch emails (in bcc) to: people who are in, people who are wait listed, people who are out. People who are in and people who are waitlisted need to confirm in X time that they're indeed still interested.
• Organizer keep track of responses from people, marking an additional spreadsheet column that they either confirmed, or not.
• When the time for confirmation is over, they need to remove people who did not respond and send a new wave of emails to people from the waitlist. This happens until the final list of attendees is fully confirmed.

Problems we want to solve:

• security of the data -- it's too easy to accidentally share frugal data with other people or set wrong permissions on the form (there is a checkbox that candidate can see all previous responses when they respond). This happened a couple of times.
• scoring of applications should be more comfortable -- reading long pieces in spreadsheet field is seriously uncomfortable. It'd be good to hide previous scores of applications from organizers until they score given application.
• sending emails to accepted / waitlisted / rejected -- sending 200 email in bcc is annoying and can lead to a potential data leak if organizer puts emails in cc instead of bcc. We want to give organizers a way to assign people to groups (accepted / waitlisted / rejected) and send emails to groups.
• automatic tracking of confirmations -- accepted / waitlisted emails could contain a link: "Click here to confirm that you're still interested in attending", that would automatically track person's response.

Nice to have in the future:

• question if applicant wants to receive Django Girls newsletter in each form
• maybe assigning people to groups based on their operating system / level of knowledge?

Requirements:

• organizers should be able to setup their own forms, manage questions in the form. They can change all the buttons / headers / labels to use their own language.
• organizers can only see applications for their own event
• 4 types of questions: paragraph, long text, checkboxes, radio buttons

Scope:

1. Form management in Django Admin - ✅
2. Displaying form to candidate - ✅
3. Saving data entered to the form - ✅
4. Displaying list of applications for organizers with sorting - ✅
5. Displaying detail of application and scoring for organizers - ✅
6. Assigning people to groups: accepted / waitlisted / rejected (assigning one person + bulk assigning) - ✅
7. Sending emails to chosen groups
8. Generating confirmation links, tracking clicks on the links
9. Displaying RSVP status on attendees list
10. Additional question about opt-in to newsletter in each form - ✅
11. Ability to assign accepted people to groups of 3 (this is not in MVP scope)