PACE Lab Manual

HOWTO: Use the PACE Lab Google Calendar

General: Despite the switch to Outlook calendaring at ISU in the summer of 2022, we continue to use a shared Google Calendar at PACE Lab because we have many workflows are built around it. Our shared Google Calendar’s email address is calendar@linguatorium.org.

Calendar Links (no authentication required):

• iCal: https://calendar.google.com/calendar/ical/calendar%40linguatorium.org/public/basic.ics
• Web: https://calendar.google.com/calendar/embed?src=calendar%40linguatorium.org (or https://tinyurl.com/pacelabcal)

(You can add the PACE Lab calendar to Outlook by clicking Add Calendar - Subscribe from Web and entering the iCal address above. Or, you can simply go to the Web address to view the calendar.)

Using Google Calendar

• Use our shared calendar for events/meetings pertaining to PACE Lab strands (ProWrite, Dragon, etc.)
• Whenever possible, use the @Alpaca bot to schedule meetngs/events—this is the most convenient way. The @Alpaca bot will also send invites to all attendees right on Slack.
  • Enter “Schedule a meeting” in the search box on Slack
• Title each event with enough descriptive information to give attendees a reminder of what the meeting will be about (and potentially who is attending)
  • Consider whether the title should include attendees’ names, depending on the context of the meeting type.
  • For example, an all-team ProWrite meeting doesn’t need the names in the title, but a smaller project meeting with just two or three members might benefit from the names in the title.
• Invite all attendees using their preferred calendaring addresses (EXCEPT participants; we do not want participants’ names associated with these events for confidentiality reasons)
  • Each person in the lab has a preferred calendaring address which might be their ISU email address, their personal/professional GMail address, or even an email address with another calendaring provider (e.g. protonmail)
  • To find out someone’s preferred calendaring address, please type /info @Username in any channel on slack (e.g. /info @Evgeny)
  • To specify or update your preferred calendaring address, please go to the @Alpaca bot’s homepage on Slack and follow the prompts to fill in or update the questionnaire
• Don’t forget to add the location of the event. If virtual, include the link.
• If you create an event from Outlook Calendar (e.g. if you need to reserve a room), please invite calendar@linguatorium.org so that this room reservation can go onto our shared calendar.

Specific to data collection events (e.g. ProWrite/GSCL):

• Designate the lead researcher by adding their netid in the title of the event (e.g., ProWrite=99 endux).
• Invite the lead researcher and any other lab members attending that data collection session through the invite feature.

Direct access

Use the “Access Request” workflow on Slack (enter “Access Request” in the search box) if you would like direct access to our shared Google calendar (through your GMail account). This will also let you add/modify events directly on the calendar.