 Hi, my name is Kevin Mulhall. I'm a technical customer success manager here at TechSoup. In this video demonstration, I'll be showing you how to use Google Workspace to schedule and coordinate food donation pickups. One thing we're hearing from food security organizations is that they want a way for clients to schedule food pickups online. And to that end, in this demonstration, I'll be going over how to create an individual user account in Google Workspace, create a Google calendar for scheduling pickups, and send an invitation for scheduling pickup. A couple of items before getting started with Google Workspace. First, if you don't already have one, request a Google for non-profits account. Next, make sure you already have created an admin account in Google. Lastly, sign into your Google Workspace admin portal using the admin account credentials. All of this is possible using a standard Google Workspace for non-profits account. So first, we'll start by logging in at theurledvan.google.com. I went ahead and logged in and verified my account credentials for this demo account. The information that you see herein is not actual live user information. Contoso is an imaginary account I created. So to create a user, we'll start by going to directory, users, add a new user. I'm going to name this, Alasa Food Bank. I'm going to give it the primary email address of Alasa FB. And I'm going to click add new user. The user account has been set up for the food bank. The username can be found here, the password as well. And I'm going to click on the new user account. As you can see here, there's basic information surrounding the user. One thing you may want to consider when setting these up also is to enable two step or multi-factor authentication. You can also update individual information within the user account, within the profile as well. So now after having created the user, I'm going into the user account for the Alasa Food Bank. I am clicking on calendar. I am now going to go over to where it says create. And I'm going to scroll down to appointment schedule. Okay, so now that I've launched the appointment scheduler, I'm going to go ahead and give this particular schedule a title. I'm going to actually give this one operating on the weekends. So we're going to go ahead and we're going to call this Food Bank weekend pickup. I'm going to set here how long each appointment should last. The default is 30 minutes. You can of course customize this as well. Based on the feedback I've gotten from food banks, typically setting 15 minutes to a half an hour along with a buffer time is usually the way that they go. So in this example, I'm going to select 30 minutes. Again, I've named this as a weekend pickup. So I'm going to go ahead and actually X out the week here because this is specifically designed for that. I'm going to give it regular standard hours on the weekends. The scheduling window option. So from the dropdown here, there is a maximum lead time and there is a maximum time before the actual appointment. This will be up to your organization to decide how it wants to operate depending on supply chains and other things you will probably want to keep that into consideration on how your inventories work as well. I'm not going to change it in this example, but just know that that is a function that you can perform. This, you can also adjust availability based on a specific date, simply by clicking on the link here. I'm not going to do that. I am going to go into here and take a look at buffer time as I did mention this before. I'm going to go ahead and actually set a half an hour buffer time, assuming that some people may not necessarily be on time or there may be some items that are perhaps maybe mispackaged. Just you probably want to give yourself a little bit of leeway here. You can of course also change the color. I'm partial to this shade of blue. So I'm going to go ahead and click next. Here you can add custom logoing to the particular page itself. I'm going to go down here to location and conferencing. This is obviously going to be an in-person meeting. So I am going to select item here. I'm then going to be required to put in an address. So I'm going to use a fictitious location that some of you may be familiar with. And in here in the description, I want to put together something that will be forward facing to the individuals that will be interacting with this scheduler. So I'm going to tell this Saturday and Sunday pickups. And then here on the booking form, one thing I do want to definitely draw attention to is the pre-selected forms, our first name, last name and email address. You're definitely going to want to click add an item and then require that a phone number be added. There may be some individuals that don't have persistent internet access and a phone number is just a typically a better way to confirm and interact with these types of engagements. So as far as booking confirmations and reminders, specifically going down to email reminder, the standard default is one day before. I definitely recommend setting one, maybe for in this example, we'll go with an hour before. In the event that there's a last minute cancellation, as volunteer staffing, these types of things, those are all considerations that you obviously want to have. So I would consider building out reminders in that fashion. So I'm going to go ahead and click save. And I can go to the link here and view what the booking page will look like for an individual that is trying to schedule a service. So here we have again, the logo, the information about the description, about what the service is. And then we see here in the calendar that we have the range of dates. So an individual would simply, with the link that they're provided, would go ahead and click on a block. Their information would populate in here. Notice that this is not shaded the same colors, but just be aware that this is required information as we selected it. So if somebody does not put information in here, which I'm not going to in this case, they're going to get a notification to enter a phone number. So I'm going to go ahead and do that. And then I'm going to click book. And here, the information you can see that email is being sent to the individual registry with the description of the service, as well as the location to pick up their food items. So now we need to get this calendar URL out to our clients. To do that, I'm going to hover up to the browser address link. I'm going to highlight the text. I'm going to copy it. Next, I'm going to go into my email. I am going to compose my email. Here you see that I've started an email message. I've included a recipient on there. If you have a recipient list, a mailer list, you could also use that at the time of sending this out. I'm going to give this a title. So what I'm going to do here in the context of this mail message body is I'm going to insert a hyperlink. To do that, I'm going to take the text that I'm hovering over now. I'm going to highlight it. If you're using a Windows device, the shortcut key to highlight that and insert a hyperlink is controlling K. If you are using Mac, it is command in K. So here I want the text to display OASA food bank calendar. And here I am going to paste the link that I copied earlier and then hit okay. I'm going to take one quick look over at the email message to make sure that I have everything appropriately in there. And then I am going to send out the message to our clients. And there we have it. We've now created an individual user account and Google workspace, created a Google calendar for scheduling food pickups and shown how to send an invitation for scheduling pickups.