This document is meant to explain the structure behind the AEGEE GSuite. This document will explain the wanted structure for users, groups, Shared Drives and the link of these with MyAEGEE.

It is a work in progress, so feel free to leave any comments you might have.

Users

Name	Information stored with user in GSuite	Information synchronized with GSuite and MyAEGEE	Remarks
firstname.lastname (AEGEE members)	Name Profile picture Password Recovery information (email + phone?) Google Group membership Shared Drives membership	Name = name Profile picture = profile picture Password = password Recovery email = email Recovery phone = phone Google Group membership + Shared Drives membership = circles membership
aegee-city (AEGEE locals)	Name Profile picture Recovery information (email) Google Group membership Shared Drives membership	Name = name Profile picture = profile picture Recovery email = email
president, secretary, treasurer etc. (CD functions)			How do we link these accounts to Google Groups and Shared Drives? Do we give these people a second MyAEGEE account? Or do we something fancy like if they are member of the CD circle that they can choose which email address they want to use when they join another circle/body

Groups and Shared Drives

All* circles in MyAEGEE will in the end have Google Groups and Shared Drives, so when creating a circle we should also input a field where people can fill in the wanted email address for the Google Group.

The asterisk for ‘All’ is there since probably there will be a few exceptions, but the aim is to keep them at a minimal level.

To ensure that not too many Groups and Shared Drives are made, all manually made circles (so not the ones generated from MyAEGEE) will have to be accepted by ???. This includes free, but also bound circles. This prevents that both AEGEE-City1 and AEGEE-City2 have a circle for their own PR committee with the same name. Another option is that bound circles are pre-/suffixed by the name/abbreviation of the body. So you will have pr-committee-city1 and pr-committee-city2.

Name	Email address	Members	Link with MyAEGEE	Remarks
Members of AEGEE-Europe	members	All AEGEE members with active membership fee	Members fetched from General members circle
Boards of AEGEE-Europe	boards	All AEGEE locals own email All AEGEE locals GSuite account	Fetched from MyAEGEE	This currently does not include the GSuite for board members, do we need that?
AEGEE-City	city	Locals own email Locals GSuite account Board members GSuite account	Locals own email is fetched from body Locals GSuite account is fetched from body Board members are fetched from body	Many locals have special emails for not only the board in general but also specific functions, do we want to use these instead of the personal GSuite account of the board members?
AEGEE-City members	city-members	Locals GSuite account Members with active membership fee of body	Locals GSuite account is fetched from body Members fetched from members circle

TODO: Add things on European Bodies (and other bodies in general), speaker team/board and members (also subcommissioners)

TODO: Add things on (statutory) event organizers

TODO: Add things from Network Areas

TODO: Add things on free circles

What remains to be done through Helpdesk

Password reset of the users of CD functions and AEGEE locals.
Google Groups and Shared Drives that are requested, but are not circles. So if different bodies/circles in their entirety need to work together and request separate Google Groups and Shared Drives for. The question is how much of these we’ll have and if they are really needed. They can always just send emails to all involved Google Groups and share folders within one of the Shared Drives.

Structure AEGEE GSuite (Users, Groups, Shared Drives)

Users

Groups and Shared Drives

What remains to be done through Helpdesk