Merge pull request #303 from NASA-Openscapes/2i2c-access

updating 2i2c Hub access how-to

leading-workshops/add-folks-to-2i2c-github-teams.qmd

@@ -1,10 +1,14 @@
 ---
-title: How to Add Folks to 2i2c GitHub Teams
+title: How to Add Folks to the 2i2c Hub
 ---
 
+We use GitHub Teams to manage access to the 2i2c Hub. To accomplish this, we use a dedicated GitHub Organization - [nasa-openscapes-workshops](https://github.com/nasa-openscapes-workshops) - with [GitHub Teams](https://github.com/orgs/nasa-openscapes-workshops/teams) for admin (people who can add others to the Hub), workshop participants, Champions Cohorts, and long term access.
+
+People are given Openscapes 2i2c JupyterHub access for workshops run by NASA Openscapes Mentors. This is the workflow to add individual users one by one. When we have a list of workshop participants, there are quicker ways to add all at once; we'll document that after testing.
+
 ## 1. Share Google Form with participants
 
-Ask participants: Please add your GitHub Username to this [Google form](https://forms.gle/XRPsKiqaZC4bkYoi8) for NASA Openscapes JupyterHub Access .
+Ask participants: Please add your GitHub Username to this [Google form](https://forms.gle/XRPsKiqaZC4bkYoi8) for NASA Openscapes JupyterHub Access.
 
 ## 2. Google Form response setup
 
@@ -15,65 +19,73 @@ Set the form responses [Openscapes_JupyterHubAccess](https://docs.google.com/for
 ![](images/google-form-notifications.png){fig-alt="alt text goes here" fig-align="center" width="419"}
 
 ## 3. Email alert of new signup
+
 When you get an email click '**view response**' (not `view summary`)
 
 ![](images/google-form-view-response.png){fig-alt="alt text goes here" fig-align="center" width="436"}
 
 ## 4. Copy GitHub username
-On the response page, copy the Github Username  ![](images/google-form-gh-username.png){fig-alt="alt text goes here" width="406"}
 
-## 5. Paste GitHub username
-Go to [WorkshopAccess-2i2c Team in GitHub](https://github.com/orgs/NASA-Openscapes/teams/workshopaccess-2i2c) \> Click Add member \> Paste GitHub username. Note there is a separate GitHub team for [LongtermAccess-2i2c](https://github.com/orgs/NASA-Openscapes/teams/longtermaccess-2i2c).
+On the response page, copy the Github Username ![](images/google-form-gh-username.png){fig-alt="alt text goes here" width="406"}
+
+## 5. Add GitHub username to a GitHub Team
+
+For workshop participants, go to the [WorkshopAccess-2i2c Team](https://github.com/orgs/nasa-openscapes-workshops/teams/workshopaccess-2i2c) in GitHub \> Click Add member \> Paste GitHub username. Note there are a separate [GitHub Teams](https://github.com/orgs/nasa-openscapes-workshops/teams) for Champions Cohorts and long term access.
 
 ![](images/github-add-to-team.png){fig-alt="alt text goes here" fig-align="center" width="436"}
 
-GitHub will ask you for 2-factor authentication for the first one you add, not after that.
+GitHub will ask you for 2-factor authentication for the first one you add in a batch, not after that.
 
-This is what this looks like in their inbox:
+People may see invitation notifications in two ways. They must accept the invitation to be able to access the Hub. This is what it looks like in their email inbox:
 
 ![](images/github-notification-email.png){fig-alt="alt text goes here" fig-align="center" width="439"}
 
+This is what the invitation looks like in the GitHub website interface - clicking the yellow banner notification leads to the invitation:
+
+![](images/github-notification-banner.png){fig-alt="alt text goes here" fig-align="center" width="85%"}
+
+![](images/github-notification-banner-part2.png){fig-align="center" width="85%"}
+
 ## 6. Email confirmation
+
 Go back to the form and grab their email address. Send one of the following emails to the person.
 
 **Email for workshop specific:** 
 
-
-> Subject: NASA Openscapes Access to 2i2c Hub  
-> Hi [FIRST NAME],  
-> 
-> I have added you to the NASA Openscapes GitHub Organization's Workshop Team. Please check your email and accept this invitation from GitHub. Once you have joined the team, you will be able to access the JupyterHub.  
-> -   Here is the link to the hub: <https://openscapes.2i2c.cloud/>  
-> -   Here is the material for the Workshop NAME\> <https://nasa-openscapes.github.io/2023-ssc/>.  
+> Subject: NASA Openscapes Access to 2i2c Hub\
+> Hi \[FIRST NAME\],
+>
+> I have added you to the NASA Openscapes GitHub Organization's Workshop Team. Please check your email and accept this invitation from GitHub. Once you have joined the team, you will be able to access the JupyterHub.\
+> - Here is the link to the hub: <https://openscapes.2i2c.cloud/>\
+> - Here is the material for the Workshop NAME\> <https://nasa-openscapes.github.io/2023-ssc/>.
 >
 > Have a great workshop,
 
-
 ...
 
 **Email for General requests:** 
 
-> Subject: NASA Openscapes Access to 2i2c Hub
-> Hi [FIRST NAME],
-> 
+> Subject: NASA Openscapes Access to 2i2c Hub Hi \[FIRST NAME\],
+>
 > I have added you to the NASA Openscapes 2i2c Jupyter Hub. Here is the link to the hub: <https://openscapes.2i2c.cloud/> 
 >
->There is a getting started guide in the NASA Earthdata Cloud Cookbook here: <https://nasa-openscapes.github.io/earthdata-cloud-cookbook/>
+> There is a getting started guide in the NASA Earthdata Cloud Cookbook here: <https://nasa-openscapes.github.io/earthdata-cloud-cookbook/>
 >
->We'd love to know about the kind of work you are doing on the hub, and I'll follow up in the next few months. 
+> We'd love to know about the kind of work you are doing on the hub, and I'll follow up in the next few months. 
 
->Best,
+> Best,
 
 ... 
 
 
 
 ## 7. Register date in Form Response Sheet
+
 In the [Form Response Sheet](https://docs.google.com/spreadsheets/d/10Qg8YtUegXs9bepJzvK4UN54bX8BLXTrhxsjb2uV_6k/edit?resourcekey#gid=1824163684), in Column G add the date they were added to the Hub - in part so that we as admins knew if someone had already fulfilled the request. Rows 453+ are the most recent, but it can vary. Check Column A for the date of the form request.
 
 ## Directions for workshop participants
 
-1.  Please go to <https://github.com/nasa-openscapes>
+1.  Please go to <https://github.com/nasa-openscapes-workshops>
 
 2.  Click the big yellow bar that says "you've been invited" 
 
@@ -82,7 +94,8 @@ In the [Form Response Sheet](https://docs.google.com/spreadsheets/d/10Qg8YtUegXs
     1.  Are you logged into [GitHub.com](https://github.com)?
 
     2.  Have you shared your GitHub username via [this form](https://forms.gle/XRPsKiqaZC4bkYoi8)?
-    3. You can also check your email that you use for GitHub and look for an invitation from GitHub and NASA-Openscapes
+
+    3.  You can also check your email that you use for GitHub and look for an invitation from GitHub and NASA-Openscapes
 
 ## Troubleshooting
 
@@ -94,7 +107,7 @@ This is a common issue. User must find email notification from GitHub and accept
 
 ### Didn't get email
 
-Go to <https://github.com/nasa-openscapes>, see the big yellow bar that says You're invited. 
+Go to <https://github.com/nasa-openscapes-workshops>, see the big yellow bar that says You're invited. 
 
 ## Notes on process and any issues
 

leading-workshops/index.qmd

@@ -2,8 +2,31 @@
 title: Leading Workshops
 ---
 
-This section, under development, will include information for workshop prep, setup, and hosting. 
+This section, under development, will include information for workshop prep, setup, and hosting.
 
 ------------------------------------------------------------------------
 
-### [How to Add Folks to 2i2c GitHub Teams](add-folks-to-2i2c-github-teams.qmd)
+## Using the Openscapes 2i2c Hub in a workshop
+
+-   Check with Luis that the Hub image has the packages you need
+-   Reach out to 2i2c a month in advance via email `support at 2i2c.freshdesk.com` (example below) to tell them about the workshop date, start and end times, \# of participants, anticipated level of resources to be used.
+-   [Add participants to the 2i2c Hub](add-folks-to-2i2c-github-teams.qmd) via a GitHub Team
+
+::: {.callout-tip collapse="true"}
+## Example email to 2i2c for a workshop
+
+Hello,
+
+I wanted to reach out to the support desk to let you know that Openscapes will have a workshop using Python 2i2c instances for about 50 attendees.
+
+Title: Data Access Workshop for NASA’s SWOT Satellite\
+Date: February 13, 2024\
+Duration/Time: half day, 9:00 am-12:30 pm HST (Honolulu, HI).\
+Expected Usage: 3.7 GB per person (\~50 people)
+
+Thank you!
+
+Cassie
+:::
+
+### [How to Add Folks to the 2i2c Hub](add-folks-to-2i2c-github-teams.qmd)