INV-02 Prepare Invitations

Use Case: Prepare Invitations

Guides wishing to take a team on an outing will pull togther:

  • Team Members
  • The Outing (selected from a list and with opportunity to prepare-outing)

and produce the set of invitations to be sent. To send the invitation or add members after invitations have been sent, follow Send Invitations.

This describes an Invitation prepared manually for a Guest. The Alternative Courses below describe the invitations which are prepared for a Visitor who is invited to a Demo.

Also see Invitation Design

Actors

  • Guide

Pre-Conditions

  • User is authenticated and holds the Guide Badge.
  • Team must have non-zero number of members.
  • Outing must be in the future.

Steps

  1. Navigate to Prepare Invitations
  2. Choose Outing (course with departure location and scheduled date and time).
    • These are sorted by scheduled date
    • List is limited to those Outings created by the Guide.
    • Option to Prepare Outing
  3. Choose Team (list of Guests)
    • List is open to all teams ?
    • Listed by Name
    • Possibly will need search criteria to limit the available teams
    • Option to Create Team
  4. Save Invitation / Preview Email (sent to Guide to test that email address)
    • Details of invitation are saved under the Outing's name and date
    • When sending, the return address will be the Guide's email address
    • The Invitation itself is described in the Post Conditions (and on Invitation Design)

Alternative Paths

Ideas

  • Different Greetings for different Members:
    • Come Play with Us
    • Fall in Love
    • Your Mission, should you accept it …

Alternative Course - Armchair Seeker (Anonymous)

Actor

Armchair Seeker remaining anonymous

Steps

Same flow as above except the following are defaulted and automatically set by the system:

  • Course is one of the Demo courses with a clue set that is not attraction / location specific.
  • Scheduled time is immediate.
  • Team cannot be viewed without logging in.
  • Hard-coded profile which can be viewed but not modified without logging in.
  • Invitation is provided on a custom page instead of via email.

Visitor is given the option — and is encouraged — to login and setup a profile for tracking badges. If the Visitor chooses this path, the Alternative Course for Armchair Seeker who is identified is taken.

Alternative Course - Armchair Seeker (Logged In)

Actor

Armchair Seeker who has followed identify-yourself by logging in.

Steps

Same flow as above except the following are defaulted and automatically set by the system:

  • Course is one of the Demo courses with a clue set that is not attraction / location specific.
  • Scheduled time is immediate.
  • Team is a mock team.
  • Seeker's profile is available
  • Invitation is emailed with a do-not-reply return address (explaining a Guide would be sending this to invited Guests).

Post-Conditions

Use Case ends when the Invitations are ready to be emailed to the Guest list (Team) as confirmed by the test email sent to the Guide.

Invitations are an email containing:

  • Subject line with the name of the outing.
  • Return address of the Guide.
  • Date of the event as an ICS invitation.
  • Introductory text from template.
  • Name of the Course along with link to Course on the website.
  • Name of the team if it has been decided.
  • Instructions for next steps.
  • Map to the meeting location.

Considering:

  • Link for feedback.

References

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