SHHA IT Help Guide

Help guide for SHHA volunteers, officers, committee members, and staff — covering Microsoft 365, email, SharePoint, file sharing, role transitions, GRIT submissions, and more.

Quick Links & Directory

Essential links, mailing lists, SharePoint sites, and chair inboxes — start here.

Quick Links & Directory

Quick Links & Directory

Bookmark this page. It has every link you need for day-to-day SHHA work.

What you needWhere to goWho uses it
Email (staff & role mailbox holders)outlook.comStaff, officers, chairs
OneDrive / personal filesonedrive.comLicensed users
Admin console (manage users & groups)admin.microsoft.comIT admins only
Committee files (SharePoint)See SharePoint Sites belowAll volunteers

SHHA Apps

Mailing Lists (Committee & Group Email Addresses)

Send an email to any address below to reach every current member of that group. You do not need to know individual email addresses.

Group / CommitteeEmail Address
All staff and volunteersSHHA-all@sandiahomeowners.org
Board of Directorsboard@sandiahomeowners.org
Architectural Control Committee (ACC)ACC@sandiahomeowners.org
Communications & Publications Committee (CPC)CPC@sandiahomeowners.org
Community Service & Membership Committee (CSMC)CSMC@sandiahomeowners.org
Covenant Support Committee (CSC)CSC@sandiahomeowners.org
Environment & Safety Committee (ESC)ESC@sandiahomeowners.org
Executive Committee (EC)EC@sandiahomeowners.org
Finance Committee (FC)FC@sandiahomeowners.org
Governance Committee (GC)GC@sandiahomeowners.org
Admins (Staff + IT)M365admins@sandiahomeowners.org
IT Help Deskithelp@sandiahomeowners.org

Chair & Officer Inboxes (Shared Role Mailboxes)

These addresses belong to the position, not the person. When leadership changes, the inbox (and its full email history) transfers to the successor.

RoleShared Mailbox
Presidentpresident@sandiahomeowners.org
Vice Presidentvicepresident@sandiahomeowners.org
Secretarysecretary@sandiahomeowners.org
Finance Chair / Treasurertreasurer@sandiahomeowners.org
Architectural Control Committee ChairACCChair@sandiahomeowners.org
Communications & Publications ChairCPCChair@sandiahomeowners.org
Community Service & Membership ChairCSMCChair@sandiahomeowners.org
Covenant Support Committee ChairCSCChair@sandiahomeowners.org
Environment & Safety ChairESCChair@sandiahomeowners.org

SharePoint Sites (Committee Document Libraries)

Each committee has its own SharePoint site for storing documents, meeting minutes, and work products. Click the link for your committee below.

Committee / GroupSharePoint URL
Board of Directorshttps://shha.sharepoint.com/sites/BOARD/
Architectural Control Committee (ACC)https://shha.sharepoint.com/sites/ACC/
Communications & Publications Committee (CPC)https://shha.sharepoint.com/sites/CPC/
Community Service & Membership Committee (CSMC)https://shha.sharepoint.com/sites/CSMC/
Covenant Support Committee (CSC)https://shha.sharepoint.com/sites/CSC/
Environment & Safety Committee (ESC)https://shha.sharepoint.com/sites/ESC/
Executive Committee (EC)https://shha.sharepoint.com/sites/EC/
Finance Committee (FC)https://shha.sharepoint.com/sites/FC/
Governance Committee (GC)https://shha.sharepoint.com/sites/GC/

Tip: If you get "Access Denied" when clicking a SharePoint link, you likely need to accept your Microsoft invitation first. See the FAQ for troubleshooting.

Other SHHA Email Addresses

AddressPurpose
office@sandiahomeowners.orgGeneral office inquiries, mailing list changes, GRIT submissions
ithelp@sandiahomeowners.orgIT support — access issues, SharePoint help, mailbox permissions
itadmin@sandiahomeowners.orgArchive-only — member of every group for recordkeeping (not monitored)
sandiahomeowners@gmail.comLegacy Gmail address — TODO: document current purpose and who monitors this
shhagrit@gmail.comGRIT newsletter Gmail — TODO: document current purpose, who monitors, and relationship to M365

Committee SharePoint Help

Committee and task-force members can use the Committee SharePoint Guide for document access, uploads, and troubleshooting.

Office staff setting up a new committee site should use SOP: Create a Committee SharePoint Site.

Office Onboarding

Office staff can use Office Onboarding Email Templates for new internal users, external volunteers, new committees, and newly launched SharePoint sites.

Task Group Email Help

Need to explain how to use a temporary task-group address? Share this page: Committee and Group Email Guide.

Need to understand where committee files belong? See SharePoint Folder Organization.

Quick Links & Directory

Committee and Group Email Guide

This page explains what a committee/group email address is and how to use it.

If you are a participant using a personal email (Gmail, Yahoo, etc.), this page is for you.

Short Answer

Yes. Use your committee/group mailing-list address as the preferred address for group-wide communication.

When you email that address, your message goes to all current participants.

Why This Is Useful

What This Address Is For

What This Address Is Not For

For long-term files, upload to SharePoint first, then send the SharePoint link to the group.

Which Email Address Should I Use To Send?

Use your normal email account (your personal email).

You do not log in directly to the group address as a mailbox.

The group address is a distribution address, not a personal account.

Quick Decision Flow

  1. Need everyone in the committee/group to see this? Use the committee/group mailing-list address.
  2. Need only one person to see this? Email that person directly.
  3. Sharing a document people will keep working on? Put it in SharePoint and email the link to the committee/group address.

FAQ

"Should we use this as the preferred email address for the committee/group?"

Yes. Use it for group-wide communication.

"Can we send mail from this address?"

No. Participants should send from their own email account to the group address.

"Do I need to use Teams because Microsoft mentioned Teams in invitation emails?"

No. External volunteers should use email and SharePoint links.

If Microsoft emails mention Teams, that is default wording and can be ignored for this workflow.

Quick Links & Directory

SharePoint Folder Organization

This page explains where committee materials belong, how committee members work with SharePoint files, and how internal office users keep group-owned document libraries convenient without sending external members into OneDrive.

Short Version

Every committee has two official places for committee-related materials:

Those folders provide a consistent structure so staff, volunteers, committee members, and Board members know where to find information. To make that system work, committee-related materials need to stay in those locations.

If there are office-only working documents, separate issues, drafts that do not belong in the committee record, or staff-only administration files, those should have their own workspace outside the committee folders.

Sharing A File With The Board Or A Committee

Do not use the Share button to give a Board or committee group access to a file. Instead, move the file into the SharePoint folder that belongs to that group. Access comes from membership in the group's SharePoint/Microsoft 365 group.

This matters because many Board and committee members use personal email addresses, such as Gmail. The Share or Copy link method works reliably only for users with @sandiahomeowners.org accounts. External members should access group files through the appropriate SharePoint site.

File-Sharing Decision Flow

Who needs the file?Where should it go?What should you do?
Office staff onlyBoard - Office or the matching committee Office folderMove the file there. This is internal office working space.
Board members, including members using personal email addressesBoard - SharePointMove the file there. Board members open it from the Board SharePoint page.
Committee members, including members using personal email addressesThe matching committee - SharePoint folder/document libraryMove the file there. Members open it from their committee SharePoint site.

The Reliable Board Workflow

  1. Find the file in OneDrive or the Office folder.
  2. Move it into Board - SharePoint.
  3. Tell Board members to open the Board SharePoint page and locate the file.
  4. If helpful, email the Board the folder name and file name. Do not use Share to create separate individual permissions.

Remember: Board - Office is for office staff work. Board - SharePoint forms the Board SharePoint document library and is the correct place for files Board members need to access.

The advantage of this slightly peculiar Microsoft arrangement is a clear separation between files intended for a specific group and files intended for general internal office use. The disadvantage is that Microsoft has once again made a folder name carry the emotional weight of a small policy manual.

Why This Matters

The goal is boring in the best possible way: people should know where things are.

When committee files live in predictable places:

What Belongs In Committee Folders

Use the committee Office folder or SharePoint folder for:

Do not keep committee materials only in a personal OneDrive folder, email attachment, desktop folder, or private side folder.

What Should Live Somewhere Else

Use a separate workspace outside the committee folders for:

If in doubt, ask: “Will a future committee chair, staff member, or Board member reasonably expect to find this in the committee record?” If yes, use the committee folder. If no, use a separate workspace.

Documents Shared With Board

To help preserve institutional knowledge and make important committee information easier to find, each committee SharePoint site now contains a folder called Documents Shared with Board.

These folders are linked from the Board SharePoint site, so Board members can access committee reference materials from a single location.

This area is for documents that should be available to Board members but are not necessarily appropriate for public distribution. Useful examples include:

At launch, these folders may be empty. Committee chairs should add useful files as they identify them. Office staff can also assist.

In general, use this space for enduring documents that Board members may need to reference months or years later. The goal is to keep important information from being buried in monthly meeting folders or old email threads.

Committee members have full read/write access to their respective committee SharePoint sites and can add documents as needed.

For the full list of direct links to committee SharePoint sites and document libraries, visit the Quick Links & Directory page and scroll to SharePoint Sites (Committee Document Libraries).

If you encounter issues or have suggestions for improvement, contact Anna or Heidi.

How Committee Members Add Or Remove Files

Committee members can create, upload, edit, move, and delete files within their committee's SharePoint document library. That includes members using SHHA Microsoft accounts and approved external accounts, as long as they are members of the committee's SharePoint/Microsoft 365 group.

To add a file:

  1. Open the committee SharePoint site.
  2. Open the Documents library.
  3. Open the correct folder.
  4. Use Upload for an existing file, or New to create a new Word, Excel, PowerPoint, folder, or other supported file.
  5. Confirm the file appears in the committee folder, not in a personal OneDrive folder.

To edit, move, rename, or delete a file:

  1. Open the file or select it in the Documents library.
  2. Use the toolbar or right-click menu for actions such as Rename, Move to, Copy to, or Delete.
  3. For shared committee materials, prefer Move to over downloading and re-uploading. That keeps version history and links more intact.

Small caution: because committee members have write access, deleting or moving files affects everyone. If a folder looks old but might be part of the committee record, ask before tidying it into oblivion. SharePoint has a recycle bin, but “let's not test the recycle bin today” is usually the happier workflow.

Office Staff: Adding A SharePoint Folder To OneDrive

This shortcut is for internal SHHA users only.

  1. Open the committee SharePoint site.
  2. Open the Documents library.
  3. Select Add shortcut to OneDrive or Add shortcut to My files.
  4. Confirm the library appears under My files in that user's OneDrive.

The shortcut points to the original group-owned SharePoint library. It does not create a copy. Each internal user must add the shortcut while signed in to their own account.

External committee members should not use OneDrive for committee documents. Members using Gmail, Yahoo, iCloud, or another personal email address must bookmark the committee SharePoint site and work in the Documents library through their browser.

Committee SharePoint Permissions

Each committee SharePoint site is connected to its SharePoint/Microsoft 365 group. Membership in that group controls access to the committee document library.

Committee chairs do not need site-owner access or an @sandiahomeowners.org account to work with documents. Keeping page administration with office staff avoids handing a volunteer an accidental cockpit full of Microsoft switches.

Changes to Microsoft 365 group membership automatically update access to the committee's SharePoint documents.

Group-Owned SharePoint Libraries

Committee SharePoint Documents libraries are owned by the committee's Microsoft 365 group. They are not folders in Anna's personal OneDrive and should not be shared person-by-person.

Office staff create or administer the group-connected site and manage membership. Committee members receive document access through group membership. Internal office users may add the Documents library as a OneDrive shortcut; external members use the SharePoint site directly.

Important OneDrive Notes For Office Staff

Office Folder Versus SharePoint Folder

Use the Office folder for staff-centered committee support work that needs to stay coordinated among office/admin users.

Use the SharePoint folder/site for committee-facing materials and documents that volunteers, committee members, Board members, or future role holders need to access.

Both matter. The main rule is not “everything goes everywhere.” The rule is “committee-related materials belong in the official committee structure, and unrelated/private work belongs somewhere else.”

If Something Looks Wrong

Contact ITHelp@sandiahomeowners.org if:

Include the folder name, the account you are signed in with, and a screenshot if possible.

Quick Links & Directory

SHHA Reminders

SHHA Reminders is the Sandia Heights Homeowners Association tool for sending automated reminder emails for meetings and events.

The app does not replace Outlook, Teams, or Google Calendar. Office staff should keep creating and editing meetings in the existing calendar system. SHHA Reminders reads events from the Microsoft 365 calendar for admin@sandiahomeowners.org, then uses its own reminder rules, recipient groups, and email templates to send the right nudge at the right time.

Production URL: https://reminders.sandiahomeowners.org

Who Can Log In

Any valid Microsoft account ending in @sandiahomeowners.org can log in.

The app uses Microsoft sign-in. There is no shared app password, which is good because shared app passwords tend to become office folklore with a login prompt attached.

What Calendar Events Appear

SHHA Reminders reads events from the calendar for admin@sandiahomeowners.org.

To make a meeting appear in SHHA Reminders:

  1. Create or edit the meeting in Outlook or Teams.
  2. Invite admin@sandiahomeowners.org to the event.
  3. Open SHHA Reminders.
  4. Click Sync Calendar.

If the meeting is not on the admin@sandiahomeowners.org calendar, it will not appear in SHHA Reminders.

What The App Does

SHHA Reminders lets staff:

Basic Workflow

  1. Confirm the meeting exists in Outlook or Teams.
  2. Confirm admin@sandiahomeowners.org is invited.
  3. Open SHHA Reminders.
  4. Click Sync Calendar.
  5. Open Set Up Reminders.
  6. Select the event.
  7. Choose whether the rule applies to All Future occurrences or This Event only.
  8. Choose when to send the reminder, such as 7 days before or 1 day before.
  9. Choose the recipient group and email template.
  10. Click Add Reminder Rule.
  11. Use Send Test before relying on a new or edited template.

Recurring events, such as regular Board meetings, can have rules that apply to all future occurrences. Ad-hoc meetings can have one-time reminder rules.

Recipient Groups

Use Recipient Group to manage lists of email recipients, such as Board, committee members, office staff, or CPC members.

Reminder rules send to recipient groups, not to one-off typed addresses. This keeps the reminder rule tidy when people rotate on or off a committee.

Templates

Use Templates to manage the text of reminder emails.

Templates support variables, including:

{{event.subject}}
{{event.date}}
{{event.time}}
{{event.location}}
{{event.joinUrl}}

Those variables are replaced with details from the selected calendar event when the email is sent.

Example:

Hello,

This is a reminder that {{event.subject}} is scheduled for {{event.date}} at {{event.time}}.

{{event.location}}
{{event.joinUrl}}

Thank you,
SHHA

The link comes from the Microsoft calendar event. If a Teams link is missing from a reminder, check the original Outlook or Teams event first.

CPC And Irregular Meetings

For irregular meetings such as CPC meetings, the recommended workflow is:

  1. Manually create the event in Outlook or Teams.
  2. Invite admin@sandiahomeowners.org.
  3. Sync SHHA Reminders.
  4. Use a reminder rule for the matching event or meeting title.

The Microsoft calendar remains the source of truth.

Important Operating Rules

Troubleshooting

Event Does Not Appear

Check:

Reminder Email Looks Wrong

Check:

User Cannot Log In

Check:

Emails Are Not Sending

Ask IT to check Microsoft Graph mail permissions, the admin@sandiahomeowners.org sending mailbox, and whether the Microsoft Entra client secret has expired.

Ownership

Office staff own:

IT owns:

Quick Links & Directory

Committee SharePoint Guide

Audience: SHHA committee and task-force members. Office staff handle site setup, membership, permissions, and changes to the SharePoint home page.

Email And Documents Are Two Different Tools

ToolUse it for
Your committee mailing listEmailing everyone in the committee
Your committee SharePoint siteStoring and working on committee documents

Use the direct site and mailing-list links supplied by office staff or listed in Quick Links & Directory.

External Members: Use SharePoint, Not OneDrive

If you use Gmail, Yahoo, iCloud, or another personal email address, access committee documents only through the committee SharePoint site in your browser.

This is the standard SHHA workflow for external committee members. It keeps everyone working from the same group-owned document library.

What Committee Members Can Do

Committee members have read/write access to the Documents library. You may:

Deleting or moving a file affects everyone, so ask before reorganizing material that may be part of the committee record.

What Office Staff Handle

Contact office staff for:

The committee chair does not need an @sandiahomeowners.org account or site-owner access to work with documents.

How To Open The Documents

  1. Open the committee's SharePoint link.
  2. Sign in using the same email address that received your SHHA Microsoft invitation.
  3. If Microsoft emails a one-time passcode, enter that code.
  4. Select Documents.
  5. Open the folder you need.

How To Add A File

  1. Open Documents and the correct folder.
  2. Select Upload → Files.
  3. Choose the file from your computer.
  4. Wait for the upload to finish and confirm the file appears.

To create a file directly in SharePoint, select New and choose Word, Excel, PowerPoint, or Folder.

How To Edit, Move, Or Delete A File

  1. Select the file using the circle beside its name, or right-click it.
  2. Choose Open, Rename, Move to, or Delete.
  3. Use Move to when reorganizing files. Do not download and re-upload a file just to move it.

Documents Shared With Board

Use Documents Shared with Board for enduring reference material Board members may need later, such as procedures, legal analyses, project background, charters, or other non-public reference documents.

If future Board members may need it, do not let it disappear into an old email thread.

How To Share A File With The Committee

Put the file in the committee SharePoint Documents library, then email the committee mailing list with the file name and folder location.

Do not use the Share button to grant the committee access. Group membership already provides document access, including for approved members using personal email addresses.

If Something Does Not Work

Contact office staff or ITHelp@sandiahomeowners.org. Include:

Getting Started

Getting Started

Overview

Start Here — Find Your Path

Different people need different things from this guide. Find your role below and follow the links.

Who You AreStart WithThen See
New external volunteer
(just got a committee invitation)		 Quick Start for New Volunteers Volunteer without SHHA Email guide, FAQ
New officer or committee chair
(President, Treasurer, Chair, etc.)		 Quick Links & Directory (mailing lists, SharePoint URLs) Volunteer with SHHA Email guide, FAQ sections on role mailboxes and email transitions
New Board member
(need meeting materials and agenda rhythm)		 New Board Member Guide Quick Links & Directory, Volunteer with SHHA Email
New Board president
(need the big picture)		 Quick Links & Directory Systems Inventory, HR & Personnel Management, Controls & Security
GRIT newsletter editor GRIT Layout Monthly Guide FAQ section on GRIT submissions
Office staff
(manage day-to-day IT operations)		 Staff Guide M365 Email Groups & Roles Reference, Quick Links & Directory
Future IT help person
(inheriting the IT admin role)		 M365 Email Groups & Roles Reference Staff Guide, Systems Inventory, Controls & Security

This is the main orientation page for SHHA volunteers. You do not need to be technical to use this guide.

What System Does SHHA Use?

SHHA primarily uses Microsoft 365 for:

You may also see Google Calendar references for Board scheduling.

Do I Need a New Microsoft Account?

No. Use the same email address that received your SHHA invitation.

When first added, you receive a Microsoft invitation email and must accept it once. After acceptance you can:

If access fails, the most common cause is that the original invitation was never accepted.

Committee Mailing Lists (Microsoft Groups)

Each SHHA committee has a mailing list so one address reaches the whole committee.

Typical flow

  1. Committee chair informs office staff.
  2. Office invites volunteer as an external Microsoft user.
  3. Volunteer accepts Microsoft invitation.
  4. Volunteer is added to committee mailing list.
Invitation emails may mention Teams or other services. You can ignore those references.

Committee SharePoint Sites (Where Files Live)

Each committee has a SharePoint site that acts as its long-term file cabinet and working library.

Important: SharePoint navigation through Microsoft menus is often confusing. Use the direct SharePoint links provided in committee materials or this help guide.

File Sharing Rule (Most Important)

Do not try to share files directly with committee groups when members are external users. Instead:

  1. Upload the file to SharePoint.
  2. Use Share or Copy Link.
  3. Send the link to the committee mailing list.

Always share the link, not a stand-alone attachment, for long-term committee docs.

Shared Role Inboxes (Officers)

Officer mailboxes stay with the role, not the person. Examples:

Best practice: Reply from the shared role inbox, or CC it, so records are preserved for SHHA business.

Board Materials and Calendar

If reminders are missing, contact office staff or ITHelp@sandiahomeowners.org.

Record-Keeping and Archive

All committee mailing lists include an archival account (itadmin@sandiahomeowners.org) for retention.

The archive inbox is not monitored and does not reply.

Next Steps

Getting Started

Quick Start for New Volunteers

Start Here: Which Type of Volunteer Are You?

  1. Volunteer without an SHHA email address
  2. Volunteer with a role-based SHHA address

Most volunteers are in Category 1.

Category 1: Volunteers Who Do Not Get Their Own SHHA Email Address

Who this is

What you get

If something is wrong

If you are missing messages, contact office staff so membership can be checked and updated.

Category 2: Volunteers Who Do Get a Role-Based SHHA Address

Who this is

Volunteers serving in specific leadership roles, such as committee chairs or executive roles.

Role-based addresses are shared inboxes

These addresses are tied to the role, not the person.

Important access rule

If something is wrong

If you cannot open the role mailbox, ask staff or IT admin to verify permissions.

Who Maintains This

There is an automated Power Automate notification whenever group membership changes.

Fast Checklist for New Volunteers

Getting Started

Quick Reference

Use this page as the central directory for links and addresses.

Full Email Directory

Mailing Lists

Shared Role Inboxes

Other Key Addresses

All Committee SharePoint Links

Quick Usage Rules

  1. Use committee mailing list addresses for group-wide communication.
  2. Use shared role inboxes for role-specific communication.
  3. Upload files to SharePoint first, then send a SharePoint link by email.
  4. External volunteers should use personal email and SharePoint links, not Teams.

Role Guides

Role Guides

Staff

This page is for office staff and operations support volunteers.

Primary Responsibilities

Monthly Staff Checklist

Add a New Volunteer

  1. Send Microsoft external-user invitation.
  2. Confirm volunteer accepted invitation.
  3. Add volunteer to committee mailing list.
  4. Provide direct committee SharePoint link.
See also: SOP: Add a person to a committee mailing list

Shared Role Mailbox Transition

  1. Remove prior role holder's access.
  2. Grant new role holder access.
  3. Confirm mailbox appears in new holder's Outlook.
See also: SOP: Leadership transition for role inbox

Staff Reminders

Role Guides

Volunteer with SHHA Email

This page is for volunteers who already have an SHHA mailbox and may also have role-based inbox access.

What You Should Use

Shared Role Inbox Basics

If you hold an officer or chair role, you may be assigned a shared role inbox.

See FAQ — Reply from role mailbox for full instructions, and FAQ — Can't see shared inbox if the mailbox doesn't appear.

Why The President Has Two Email Addresses

Short version: robin.otten@sandiahomeowners.org is Robin's personal SHHA account. president@sandiahomeowners.org is the President mailbox. One belongs to the person; one belongs to the office.

AddressWhat it isUse it for
robin.otten@sandiahomeowners.org Robin's own SHHA sign-in and personal work account Signing in to Microsoft, opening Outlook/SharePoint, and messages meant specifically for Robin as a person
president@sandiahomeowners.org The shared President inbox Official President business that future Presidents may need to see later

Yes, two inboxes is annoying. Think of it as a key and a filing cabinet: Robin's account is the key that lets her into Microsoft; the President inbox is the filing cabinet that stays with the office when the next President takes over.

This is why SHHA keeps both addresses:

Simple rule: if it is official President business, use president@sandiahomeowners.org. If it is about Robin personally, use robin.otten@sandiahomeowners.org. If you are not sure, the President inbox is usually the safer mailbox for SHHA business.

File Sharing Rule

For committee documents:

  1. Upload to SharePoint.
  2. Copy link.
  3. Send link to committee list.

Avoid one-off attachments for files that should remain in committee records.

If You Are Not Seeing Something

Role Guides

Office Onboarding Email Templates

Purpose: Copy-and-send welcome emails from SHHA Office or IT Help to the newly onboarded employee, volunteer, or committee members.

Choose the matching scenario, replace every item in square brackets, delete lines that do not apply, and send the completed message to the new users. These are not internal setup notifications; they tell the recipients that setup is complete and explain what they should do next.

Placeholder Key

PlaceholderReplace with
[FIRST NAME]Recipient's first name
[SHHA EMAIL]New internal @sandiahomeowners.org address
[COMMITTEE NAME]Full committee or task-force name
[MAILING LIST]Committee mailing-list address
[SHAREPOINT LINK]Direct committee SharePoint site URL
[WIKI LINK]The most relevant wiki page listed below the template
[OFFICE CONTACT]Office staff contact name or email

Before Sending Any Template

Template 1: New Internal Staff User

Use for: a staff member receiving a licensed @sandiahomeowners.org account.

Suggested wiki link: Volunteer with SHHA Email or Quick Reference.

Subject: Your SHHA Microsoft account

Hi [FIRST NAME],

Your SHHA Microsoft account is ready.

Username: [SHHA EMAIL]
Sign in: https://outlook.com

Your temporary password will be provided separately. Microsoft will ask you to change it when you first sign in.

After signing in, please confirm that you can open Outlook and any SharePoint sites needed for your role.

Getting-started instructions are here:
[WIKI LINK]

If anything does not work, please contact ITHelp@sandiahomeowners.org and include a screenshot of the error.

Thank you,
[OFFICE CONTACT]

Template 2: New External Volunteer

Use for: a volunteer using Gmail, Yahoo, iCloud, Outlook.com, or another personal address.

Suggested wiki link: Volunteer without SHHA Email.

Subject: Welcome to SHHA - Microsoft invitation and committee access

Hi [FIRST NAME],

Welcome, and thank you for volunteering with SHHA.

Microsoft will send an organization invitation to this email address. Please open that message and select Accept invitation. Sign in using the same email address that received the invitation. Microsoft may send you a one-time passcode.

After accepting the invitation, you will receive committee email through:
[MAILING LIST]

Your committee documents are available here:
[SHAREPOINT LINK]

Please bookmark the SharePoint link. External volunteers use SharePoint in a web browser and should not add committee files to OneDrive.

Step-by-step instructions are here:
[WIKI LINK]

If you have trouble, please contact ITHelp@sandiahomeowners.org and include the email address you used, the link you opened, and a screenshot of the error.

Thank you,
[OFFICE CONTACT]

Template 3: New Committee Or Task Force

Use for: the initial launch email after the mailing list, membership, and SharePoint site have all been tested.

Suggested wiki link: Committee SharePoint Guide.

Subject: [COMMITTEE NAME] email and SharePoint information

Hello everyone,

The [COMMITTEE NAME] Microsoft group is ready.

Mailing list: [MAILING LIST]
Use this address when a message should go to everyone in the committee.

SharePoint documents: [SHAREPOINT LINK]
Use the Documents library for committee files, working documents, and enduring reference materials.

All committee members have read/write access to the Documents library. Office staff manage membership, permissions, and changes to the SharePoint home page.

Members using personal email addresses should bookmark the SharePoint site and use it in a web browser. External members should not use OneDrive for committee documents.

Instructions for uploading, editing, moving, and deleting files are here:
[WIKI LINK]

Please contact [OFFICE CONTACT] for membership or site changes, or ITHelp@sandiahomeowners.org for access problems.

Thank you,
[OFFICE CONTACT]

Template 4: New SharePoint Site For An Existing Committee

Use for: a committee whose mailing list already works but whose SharePoint document site was created later or was never introduced properly.

Suggested wiki link: Committee SharePoint Guide.

Subject: New SharePoint document site for [COMMITTEE NAME]

Hello everyone,

The [COMMITTEE NAME] mailing list is not changing. You can continue using:
[MAILING LIST]

We have now set up the committee SharePoint site for shared documents:
[SHAREPOINT LINK]

Please use the SharePoint Documents library for committee files instead of personal OneDrive folders, email attachments, or individual Share links. All committee members have read/write access to the Documents library.

Members using personal email addresses should bookmark the SharePoint site and access documents there in a web browser. External members should not use OneDrive for committee documents.

Office staff will manage membership, permissions, and the SharePoint home page. Committee members can create, upload, edit, move, and delete files in Documents.

Instructions are here:
[WIKI LINK]

Please contact [OFFICE CONTACT] with membership or organization questions, or ITHelp@sandiahomeowners.org if the site will not open.

Thank you,
[OFFICE CONTACT]
Role Guides

Volunteer without SHHA Email

This page is for volunteers who participate using a personal email address. You usually do not need a paid Microsoft license.

First-Time Setup

  1. Look for the two Microsoft emails described below.
  2. Open the organization invitation email and click Accept invitation.
  3. Use that same email address when prompted to sign in.
  4. Open your committee SharePoint link from the Quick Reference page.
  5. Confirm you receive committee mailing list messages.

The 2 Emails You Should Expect

1) Organization invitation email (expected but confusing)

The subject is usually similar to "Anna, SHHA invited you to collaborate with SHHA".

The email usually includes:

This is the important one. Click Accept invitation to activate your access.

After you click Accept invitation, Microsoft may bring you to a page that does not make much sense. This is normal and is just a Microsoft quirk. Use the direct links on the Quick Reference page for useful pages and mailing lists.

2) Group/team invitation email (expected but confusing)

You may also get an email with a subject like "You have been added to a team in Microsoft Teams".

This is a default Microsoft message and cannot be customized by SHHA.

For external volunteers, we do not recommend using Teams for SHHA work. Instead, follow the SharePoint links on the Quick Reference page for the groups you are part of.

What You Can Expect

Most Common Mistakes

Correct File Sharing Pattern

  1. Upload to SharePoint.
  2. Copy link.
  3. Email link to committee list.

See FAQ for step-by-step sharing instructions.

Need Help?

Contact ITHelp@sandiahomeowners.org if you cannot access files or receive committee messages.

Role Guides

New Board Member Guide

Welcome to the Board. The good news: there is no secret handshake. The mildly annoying news: Microsoft may still ask you to sign in like there is one.

Short Version

  1. Use the Board SharePoint site for meeting packets, pre-reads, and Board working files.
  2. Read the meeting pre-reads before Board meetings.
  3. You can upload files to the Board SharePoint when you need to share material with the Board.
  4. When Trish asks for agenda items, email her anything you want added about a week before the meeting.
  5. If you cannot open something, contact ITHelp@sandiahomeowners.org and include the link that failed.

Board SharePoint: Where The Board Files Live

The Board SharePoint site is the Board's file cabinet. It is where meeting pre-reads, packets, drafts, and reference files should live.

Direct link: https://shha.sharepoint.com/sites/BOARD/

If Microsoft drops you into a confusing page, do not take it personally. Use the direct link above. It is the front door.

Meeting Pre-Reads

Before a Board meeting, check the Board SharePoint for the meeting materials. These are the pre-reads: the things everyone is expected to look at before the meeting so the meeting can be a meeting, not a dramatic public reading of PDFs.

If a document seems missing, ask Trish or office staff. If the link opens for others but not for you, contact ITHelp.

Uploading Files For The Board

Board members can upload files to the Board SharePoint.

  1. Open the Board SharePoint site.
  2. Open the document library or the folder Trish or the Board is using for that meeting/topic.
  3. Click Upload, then choose your file.
  4. After uploading, send the Board or Trish a SharePoint link instead of attaching a separate copy.

When in doubt, use a clear file name with the topic and date. Future-you and future-neighbors will appreciate it.

Agenda Items

Trish will usually prompt Board members for agenda items before a meeting. When she does, send her any agenda item you want considered about a week in advance.

A helpful agenda request includes:

Board Email Basics

Quick Help

Frequently Asked Questions

Frequently Asked Questions

FAQ

Answers for SHHA volunteers, officers, and committee members. Find your question in the sidebar or scroll through the sections below.

I was invited but cannot access files. What is usually wrong?

The most common cause is that the original Microsoft invitation email was never accepted. Until you accept that invitation, Microsoft does not recognize you as an authorized guest, so SharePoint links and group emails will not work.

How to fix it — step by step

  1. Search your email (Gmail, Yahoo Mail, iCloud Mail, etc.) for a message from "Microsoft Invitations" with a subject like "You've been invited to access applications within the Sandia Homeowners organization." Check your Spam / Junk folder — these invitations often land there.
  2. Open the email and click the "Accept invitation" button or link.
  3. Sign in with your personal email address — the same one the invitation was sent to. If you already have a Microsoft account linked to that email, use its password. If not, Microsoft will walk you through creating one (free) or send a one-time passcode.
  4. Review and accept the permissions prompt. Microsoft will ask you to agree that SHHA can see basic profile information (name and email). Click Accept.
  5. Try opening your SharePoint link again. It should now work.

If you cannot find the invitation email or the link has expired, contact ITHelp@sandiahomeowners.org and they can resend it.

Microsoft help: B2B collaboration invitation redemption explains the full invitation-acceptance process.

Do I need a paid Microsoft license?

Usually no. Most SHHA volunteers are added as external guest users in Microsoft 365. Guest access is free.

As a guest you can:

Only SHHA office staff and IT administrators need paid licenses.

Microsoft help: What is guest access in Microsoft 365 Groups?

Do I need to create a new username or password?

No. Use the same personal email address that received your SHHA invitation (e.g., your Gmail, Yahoo Mail, Outlook.com, or iCloud address).

Microsoft help: How to create a new Microsoft account — only needed if Microsoft asks you to during the invitation process.

Can I share a file directly to the committee mailing list from SharePoint?

Not reliably when the group includes external members using personal email addresses, which most SHHA groups do.

Do not use Share or Copy link to grant a Board or committee group access. Move the file into the correct group SharePoint document library instead. Access comes from membership in that group's SharePoint/Microsoft 365 group.

See SharePoint Folder Organization for the decision flow and step-by-step instructions.

Why should I send links instead of attachments?

First put the file in the correct SharePoint document library. A link points people to the file; it does not replace group permissions or make a personal OneDrive file available to external members.

Rule of thumb: If a document is SHHA committee business, it goes in SharePoint, and you email the link. Only use attachments for quick, one-off items that do not need to be retained.
Microsoft help: External or guest sharing in SharePoint

I have a role mailbox (e.g., president@, treasurer@). Should I reply from my personal inbox?

For SHHA business, always reply from the role mailbox (e.g., president@sandiahomeowners.org), or at minimum CC the role mailbox so the message is saved there.

Role mailboxes stay with the position, not the person. When leadership changes, the next officer inherits the full email history. Replies from your personal inbox are lost to the organization.

How to reply from the role mailbox using Outlook on the web

  1. Go to outlook.office.com and sign in with your SHHA licensed account (your @sandiahomeowners.org address).
  2. In the left sidebar, look under "Shared with me" (or right-click your account name → "Add shared folder or mailbox" → type the role address).
  3. Open the email you want to reply to from the role mailbox's Inbox.
  4. Click Reply. Check the From field — it should show the role address. If not, click From and select the role mailbox.
  5. Compose and click Send.
Microsoft help: Open and use a shared mailbox in Outlook

Why does the President need both president@sandiahomeowners.org and robin.otten@sandiahomeowners.org?

Because one address is for the person and one is for the office. It is a little like having a house key and a clubhouse mailbox. They are related, but they do different jobs.

The shared President inbox is what lets the next President inherit the useful history instead of starting with an empty mailbox and a hopeful shrug. For official President business, use president@sandiahomeowners.org.

See Why The President Has Two Email Addresses for the fuller explanation.

I cannot see my shared role inbox in Outlook. What should I do?

If the shared mailbox does not appear automatically, try adding it manually:

In Outlook on the web (outlook.office.com)

  1. Sign in with your SHHA @sandiahomeowners.org account.
  2. In the left folder pane, right-click your account name.
  3. Select "Add shared folder or mailbox."
  4. Type the role mailbox address (e.g., cscchair@sandiahomeowners.org) and press Enter.
  5. The shared mailbox should appear under "Shared with me".

In the new Outlook desktop app (Windows or Mac)

  1. Open Outlook → go to Mail.
  2. Right-click your account name in the folder pane.
  3. Select "Add shared folder or mailbox."
  4. Type the role mailbox address and click Add.

If it still does not appear, your account may not have been granted permission yet. Contact ITHelp@sandiahomeowners.org to verify your mailbox permissions.

Microsoft help: Open and use a shared mailbox in Outlook — see "What if it didn't work?"

Where should Board materials be submitted?

Upload directly to the Board's SharePoint site using the direct link from your Board materials or ITHelp.

  1. Open the Board SharePoint link in your web browser.
  2. Navigate to the appropriate folder (e.g., "Meeting Materials", "Agendas").
  3. Click Upload → Files and select the document.
  4. Once uploaded, copy the sharing link and email it to the Board mailing list if you need to notify members.

Only deviate from this if office staff specifically requests materials a different way.

Why am I not getting Board reminder emails?

Board meeting reminders are sent from a shared Google Calendar workflow, not Microsoft 365. Common reasons:

If none of the above resolves it, contact office staff or ITHelp@sandiahomeowners.org.

Where do I log in?

There is no single Microsoft website for everything. Which site you use depends on what you need:

What you need to doWhere to goWho uses it
Open committee files Your committee's SharePoint link (from your chair or ITHelp). You can also browse sandiahomeowners.sharepoint.com All volunteers
Read / send role mailbox email outlook.office.com — sign in with your @sandiahomeowners.org account Officers & chairs with role mailboxes
Manage your Microsoft account account.microsoft.com — reset password, update security info Anyone with a Microsoft account
Access personal OneDrive files onedrive.live.com (personal) or your SharePoint library (SHHA files) Limited use
Tip: Most volunteers just click a SharePoint link someone emailed them. You do not need to remember a general login page.
Microsoft help: Sign in to Microsoft 365

Do I have an official SHHA email address? How do I use it?

It depends on your role:

Not sure which category you fall into? Ask your committee chair or email ITHelp@sandiahomeowners.org.

Can I forward my SHHA role mailbox email to my personal email?

This is not recommended, and you cannot set it up yourself.

Role mailboxes are shared inboxes managed by the SHHA Microsoft 365 administrator. Only an admin can configure forwarding. It is discouraged because:

What to do instead

If you have an exceptional need for forwarding, contact ITHelp@sandiahomeowners.org.

Microsoft help: Add a shared mailbox to Outlook mobile

Can I access my SHHA email from my personal email app (Apple Mail, Gmail app, etc.)?

For the shared role mailbox — generally no. Shared mailboxes cannot be added to third-party email clients like Apple Mail or Gmail. They must be accessed through Microsoft Outlook.

Your best options

  1. Outlook on the web — outlook.office.com in any browser. Nothing to install.
  2. Outlook mobile app — free on iOS and Android. Sign in with your @sandiahomeowners.org account, then add the shared mailbox.
  3. New Outlook desktop app — free on Windows and Mac via outlook.com or your app store.

For regular committee email (external volunteers): Committee emails are delivered directly to your personal inbox. No special setup needed.

Microsoft help: Open and use a shared mailbox in Outlook

How do I see emails going between committee or Board members? Can I see older emails from before I joined?

Committee mailing list emails

If you need prior committee email history

Shared role mailbox emails

If you hold a role (e.g., committee chair, President), the shared role mailbox retains its full email history regardless of who currently has access. When you are granted access, you can scroll back through all prior sent and received messages — one of the major advantages of using role mailboxes.

How do I send an email to a specific group (Board, committee, or task force)?

For the complete directory of all mailing lists, chair inboxes, and SharePoint URLs, see the Quick Links & Directory page.

Each committee and the Board has a mailing list address. Sending to it delivers to all current members.

GroupEmail address
All Board and committee membersshha-all@sandiahomeowners.org
Board of DirectorsAsk office staff or your chair for the current address
Community Standards Committee (CSC)csc@sandiahomeowners.org
Architectural Control Committee (ACC)acc@sandiahomeowners.org
Other committeesEach has its own @sandiahomeowners.org group address — ask your chair or ITHelp

How to send

  1. Open your email (Gmail, Yahoo Mail, Outlook.com, Outlook on the web — whatever you normally use).
  2. Compose a new message.
  3. In the To field, type the group address (e.g., csc@sandiahomeowners.org).
  4. Write your message and click Send.
Tips: You do not need to know individual email addresses — the group address handles distribution. If sharing a document, paste a SharePoint link rather than attaching a file.

How does the email transition work when someone enters or leaves a role? Who handles it?

This is NOT automatic. A human (office staff) must update group memberships and mailbox permissions.

When you are the incoming person (new to a role)

  1. Your committee chair (or the Board, for executive roles) notifies office staff that you are taking over.
  2. Office staff (currently Anna) adds you to the committee mailing list(s) and requests mailbox access from IT.
  3. ITHelp grants you permission to the shared role mailbox.
  4. You can then open the shared mailbox at outlook.office.com and see the full email history.
  5. You begin receiving all committee group emails.

When you are the outgoing person (leaving a role)

  1. Notify your committee chair and office staff of your departure date.
  2. Office staff removes you from the mailing list(s). You stop receiving group emails.
  3. ITHelp removes your mailbox access. You can no longer open it.
  4. The mailbox and all its history remains intact for your successor.

Overlap period

There is no automatic overlap. If you want your successor to start seeing emails before your access is removed, ask office staff to add them early. A brief overlap is good practice.

Who does what

ActionWho handles it
Notify staff of the changeOutgoing or incoming person, or chair
Add / remove people from mailing listsOffice staff (Anna)
Grant / revoke shared mailbox accessITHelp / IT admin
Preserve email history in role mailboxAutomatic — the mailbox retains everything
For the President and executive officers: You do not need to know the technical steps — staff and ITHelp handle them. Your job is to make sure the transition is communicated to office staff promptly.

Staff who need to administer these changes should see the Staff page and the M365 Email Groups & Roles reference.

How do I find phone numbers for Board, committee, and staff members?

There is no centralized online directory with phone numbers in the Microsoft 365 system. Most members do not list personal numbers publicly. Here are your options:

  1. Ask office staff. Email office@sandiahomeowners.org and request the phone number(s) you need. Staff maintain internal contact lists.
  2. Ask your committee chair. Chairs typically maintain a roster with phone numbers shared privately.
  3. Check the SHHA community directory (if available on the SHHA website or as a printed/PDF document).
  4. Board and executive contacts. Board members should receive a contact list at the start of their term. If you have not received one, ask the President or office staff.
For emergencies: Email ITHelp@sandiahomeowners.org and office@sandiahomeowners.org simultaneously, mark the subject as URGENT, and explain the situation. Staff can relay messages.
Suggestion for chairs: Maintain a simple phone/email contact sheet for your group and share it privately at the start of each term.

How do I find committee web pages on the SHHA website?

  1. Go to sandiahomeowners.org.
  2. Look for a Committees menu in the top navigation bar or sidebar.
  3. Click through to find the specific committee.
Note: Public committee web pages are informational (schedules, descriptions). Working documents are on SharePoint, not the public website.

Where do I find minutes from committee or Board meetings?

Meeting minutes are typically stored in the committee's SharePoint document library.

  1. Open your committee's SharePoint site (see SharePoint access above).
  2. Click Documents in the left sidebar.
  3. Look for a folder called "Minutes", "Meeting Minutes", or similar. Some committees organize by year (e.g., Documents > 2026 > Minutes).
  4. Click into the folder to see individual files.

If minutes are not in SharePoint: ask your committee chair. Board minutes may also be posted on the SHHA website once approved.

How do I submit an article for The GRIT newsletter?

The GRIT is SHHA's community newsletter. Articles go to the GRIT editor (Communication & Publication Committee) on a monthly cycle.

President's Letter

FrequencyMonthly — one per issue
Word countTypically 300–500 words (confirm with the editor)
FormatWord document (.docx) or email body text
DeadlineUsually mid-month for next month's issue (e.g., mid-Feb for March). Confirm with the editor.
ImagesAttach high-res JPEG or PNG as a separate file. Include a caption.

Tips for GRIT submissions

Not sure who the current GRIT editor is? Email office@sandiahomeowners.org.

For the layout/design process (GRIT editor only), see GRIT Layout Monthly Guide.

How do I send an email blast to all SHHA residents?

You cannot send an email blast yourself. Blasts to the full membership are sent by office staff using a bulk email system.

How to request an email blast

  1. Draft your message. Include any links or images.
  2. Email your draft to office@sandiahomeowners.org with a subject like "Email blast request — [topic]."
  3. Specify the audience. All residents? A specific section?
  4. Include your desired send date. Give staff a few business days lead time.
  5. Staff will review and send.

Who has oversight over email blasts?

Important: Do not send mass emails by putting all resident addresses in To or CC. This exposes everyone's email, triggers spam filters, and is not the proper process.

When should I contact IT Help?

Contact ITHelp@sandiahomeowners.org if:

Contact office staff (office@sandiahomeowners.org) if:

Needing help is completely normal. The Microsoft 365 guest system can be confusing. ITHelp and office staff are there to sort it out.

When you email ITHelp, include:

Gmail & Legacy Accounts

What are the SHHA Gmail addresses, and should I use them?

SHHA has two Gmail addresses that predate the Microsoft 365 system:

For most SHHA business, use your @sandiahomeowners.org addresses (committee mailing lists and role mailboxes). The Gmail addresses are legacy and may serve specific limited purposes.

Human Resources & Administration

How are volunteers added to or removed from committees?

TODO: Document the full appointment process. For now, the IT side works as follows:

For detailed information, see the HR & Personnel Management page in the Operations & Administration chapter.

Who manages SHHA staff? (evaluations, salary, hiring)

TODO: This is primarily a governance/operations question, not IT. Key sub-questions to answer:

See the HR & Personnel Management page in the Operations & Administration chapter for the full skeleton of questions to be answered.

What outside consultants does SHHA use?

TODO: Document current consultants (legal counsel, web consultant, others), how they are compensated, and who oversees their work. See the HR & Personnel Management page for details.

What insurance does SHHA have for volunteers and officers?

TODO: Document insurance coverage including E&O, general liability, D&O, and cyber liability. See the HR & Personnel Management page for the full list of questions.

Systems & Controls

What technology systems does SHHA use?

SHHA uses several technology systems:

For detailed information about each system (admin, login, backup status), see the Systems Inventory page in the Operations & Administration chapter.

How is SHHA data backed up?

Most SHHA data lives in cloud services (Microsoft 365, QuickBooks Online, Gusto) which provide their own redundancy and backups. TODO: Document whether SHHA has additional backup procedures, retention policies, or third-party backup solutions. See the Controls & Security page for the full assessment.

Who has admin access to SHHA systems?

TODO: Document who has administrator access to each system, ensure there is a primary and backup for each. See the Controls & Security page for the full access matrix.

Specialty Topics

Specialty Topics

GRIT Contributor Guide

Send this page to neighbors, committee chairs, Board members, and volunteers who want to contribute to the GRIT.

Note: This is practical writing and photo guidance, not the official publication policy. Official rules, approvals, and final editorial decisions live with the Communications & Publications Committee and the current GRIT editor.

Welcome

The GRIT is the community newsletter of Sandia Heights. It is not a newspaper, a social media feed, or an HOA enforcement bulletin.

It is a place for neighbors to share information, ideas, stories, photographs, events, accomplishments, local history, and community knowledge.

The best articles help residents feel more connected to the place they live and the people who live here.

Quick Submission Tips

Know Your Audience

The GRIT is primarily a print publication. Approximately 1,800 printed copies are distributed each month.

A digital version is also emailed and posted online, but only a few hundred readers typically access the issue electronically.

Write for someone holding a printed copy in their hands. If a link or QR code is useful, include it, but do not make the article depend on readers clicking around online.

What Makes Good GRIT Content?

Ask yourself: Why should a Sandia Heights resident care?

Good topics often include:

The strongest articles are relevant to both place, meaning Sandia Heights, and time, meaning what is happening now.

Avoid HOA Nag-Grams

Readers generally do not enjoy being scolded. Instead of "Residents should stop doing X," try "Here is why X matters."

Teach. Explain. Entertain. Tell stories. Share useful information.

A reader who learns something interesting is more likely to change behavior than a reader who feels criticized.

Bring Your Personality

The GRIT does not need to sound like a government report. Humor, storytelling, local anecdotes, and personal experiences are welcome.

Articles can be informative while still being warm, neighborly, and enjoyable to read.

Photographs Matter

The printed GRIT is black and white. An image that looks beautiful in color may become muddy and difficult to understand when printed.

Good Photos

Useful photos usually have:

Photos That Are Hard To Print

Photos often print poorly when they have:

Image Guidelines

Whenever possible:

The editor may crop, resize, or adjust images for publication.

Length

Shorter is usually better.

If an article is longer, the editor may shorten it for space.

Final Thought

The best GRIT articles answer one question: What would make a neighbor stop flipping pages and read this?

If the article is local, timely, useful, interesting, or amusing, you are probably on the right track.

Specialty Topics

GRIT Internal Production Reference

Internal reference for the Communications & Publications Committee, GRIT editor, layout volunteers, and office staff. This page tracks the working rhythm and handoffs behind each issue.

Purpose

The Communications & Publications Committee produces the GRIT, the monthly community newsletter of the Sandia Heights Homeowners Association.

This page is an internal operating reference. It is not the public contributor guide and it is not a replacement for official publication policy.

Audience And Format

Because most readers receive the printed edition, publication schedules and content selection should prioritize the print audience.

Monthly Schedule

1st-15th: Content Collection

Committee chairs, Board members, residents, and staff submit articles, announcements, photographs, classifieds, and other content.

Submissions should be entered through sandiaheightsgrit.app.

20th: Submission Deadline

Content should be submitted by the 20th of the month preceding publication. Late submissions may be held for a future issue.

20th-25th: Editorial Review

The Editor:

The Editor may shorten or edit submissions for clarity, space, style, and consistency.

25th-29th: Layout And Proofing

The Editor and layout volunteers:

Committee members review proofs and provide comments.

Final Board / Secretary Review And Printer Access

When the final issue is ready for Board review, the GRIT editor will copy the printer on the message that sends the final issue to the Board for review.

This gives the printer direct access to the final PDF in Google Drive and avoids passing large PDF files around as email attachments. It also lets the printer prepare the proof in parallel while content review is finishing.

The Google Drive link should be treated as the authoritative file for the issue. Avoid sending large PDF attachments unless there is a specific reason.

Proof Approval

Anna continues to review and approve the printer proof, but only after the Secretary has approved the issue content.

Normal path:

  1. Editor sends the final issue to the Board / Secretary for review and copies the printer.
  2. Printer uses the Google Drive PDF to prepare the proof in parallel.
  3. Secretary approves the content.
  4. Anna reviews the printer proof.
  5. Anna approves the proof if it matches the approved content.

If the Secretary requests changes, which should be infrequent:

  1. Anna does not approve the proof.
  2. The editor makes the requested content change.
  3. A revised final PDF is uploaded to Google Drive.
  4. The printer prepares a revised proof.
  5. Anna reviews and approves only after the corrected content is approved.

Printer Handoff

The printer should have access to the final Google Drive PDF link as early as practical once the issue goes to Board / Secretary review.

Office staff and the editor should confirm:

Distribution

Office staff:

Working Roles

Internal Checkpoints

Goal

The purpose of the schedule is to ensure that:

Specialty Topics

GRIT Layout Monthly Guide

Use this page each month when preparing the GRIT issue layout.

Monthly Steps

Monthly Settings

Change monthly accent color

Folder Structure

Your local folder structure should look like this:

month_name
  - Ads
  - Images

Download Assets

Ads

Download prepared ads from OneDrive. Example path:

Communication & Publication Committee > Documents > GRIT Editor Workspace > Monthly Issues > 2026 > March > Ads

Images

Download all emailed images into the Images folder.

Skeleton and Layout Setup

Ensure all guides are visible

Insert pages

Insert enough pages so the issue ends on a multiple of 4.

Insert ads and images

Image fitting behavior

The image masters are created with an Object Style that fits the image you place into the largest dimension.

GRIT Layout FAQ

Do I need to use exact folder names?

Yes. Keep the month folder with Ads and Images subfolders so links and placement are predictable.

Why does Cmd+Shift+Click matter?

It unlocks master-page frames so you can edit a specific issue page without changing the master itself.

What if page count is not a multiple of 4?

Insert pages until the total is divisible by 4. Print layout and booklet flow depend on this.

Technical Reference

Technical Reference

M365 Email Groups, Role Inboxes & Responsibilities

Operational reference for office staff, IT admin, and future volunteers — mailing lists, shared mailboxes, licensing, SOPs, and governance.

Quick Overview

SHHA uses two different patterns for email collaboration:

PatternTechnologyExamples
Committee mailing lists Microsoft Groups shha-all@, csc@, acc@
Role-based addresses Shared mailboxes president@, cscchair@, accchair@

Design Principles

Microsoft Groups (Mailing Lists)

Each committee has a Microsoft Group that acts as its mailing list.

GroupAddress
All membersshha-all@sandiahomeowners.org
CSCcsc@sandiahomeowners.org
ACCacc@sandiahomeowners.org
OthersOne group per committee

Behavior: Sending to the group distributes to all members. Membership is maintained by staff (primary owner: Anna). External participants can be included.

Shared Mailboxes (Role Inboxes)

Chair and executive role addresses are shared mailboxes tied to positions, not people.

RoleAddress
CSC Chaircscchair@sandiahomeowners.org
ACC Chairaccchair@sandiahomeowners.org
Presidentpresident@sandiahomeowners.org
Vice Presidentvicepresident@sandiahomeowners.org
Secretarysecretary@sandiahomeowners.org
Treasurertreasurer@sandiahomeowners.org

Access model

When leadership changes

  1. Remove predecessor access.
  2. Grant successor access.
  3. Keep the role mailbox address unchanged.

Archive Mailbox (itadmin@)

Power Automate Membership Notifications

A Power Automate flow sends email notifications whenever group membership changes.

Licensing and External Volunteers

User typeLicense needed?Capabilities
External volunteersNoGroup email delivery, SharePoint guest access
Licensed staff / adminYes (paid M365)Group administration, shared mailbox access, full portal

Responsibilities Matrix

ResponsibilityPrimaryBackupNotes
Maintain committee group membershipAnna (staff)IT adminAdd/remove members, verify accuracy
Manage shared mailbox permissionsAnna + IT adminIT adminRemove predecessor, add successor
Ensure itadmin@ in all groupsIT adminAnnaRequired for archive continuity
Monitor membership-change notificationsAnnaIT adminPower Automate emails = operational signal
Troubleshoot delivery/access issuesIT adminAnnaIncludes mailbox permissions and group settings

SOP: Add a Person to a Committee Mailing List

  1. Confirm committee and target group address.
  2. Verify whether person is internal staff or external volunteer.
  3. Add to the correct Microsoft Group membership.
  4. Confirm itadmin@ remains a member.
  5. Verify Power Automate sends membership-change notification.
  6. Ask requester to test delivery (or send a test message).

SOP: Remove a Person from a Committee Mailing List

  1. Confirm removal request and effective date.
  2. Remove member from the Microsoft Group.
  3. Verify Power Automate notification is received.
  4. If person held a role, check related shared mailbox permissions.

SOP: Leadership Transition for Role Inbox

  1. Identify affected role mailbox (e.g., accchair@).
  2. Remove outgoing person's mailbox permissions.
  3. Grant incoming person's mailbox permissions.
  4. Validate that incoming person can open the shared mailbox from their own account.
  5. Keep address and historical content in place for continuity.

SOP: New Committee Creation

  1. Create new Microsoft Group for the committee.
  2. Add initial committee members.
  3. Add itadmin@ as member for archiving.
  4. Ensure membership-change notifications are active.
  5. Record the group in the committee/group inventory.

Governance Rules

Maintain a simple inventory table (in the wiki or internal operations file) with:

This makes volunteer/staff handoff much easier.

Common Issues and Checks

Person does not receive committee emails

New chair cannot open role mailbox

Missing archive history

Handoff Checklist (Staff / Volunteer Transition)

Key Contacts and Ownership

RoleContact
Group membership ownerAnna (staff)
Technical owner / escalationIT admin
Archive mailboxitadmin@ (not actively monitored)
If ownership changes, update this section immediately.
Technical Reference

M365 Email Building Blocks

SHHA uses four distinct patterns for email addresses in Microsoft 365. Before requesting any new address, understand which pattern fits your need. This page is the reference for anyone planning new committees, roles, or special-purpose addresses.

The Four Patterns at a Glance

PatternWhat it isExampleWhen to use it
Personal mailbox
first.last@sandiahomeowners.org		 A licensed M365 account owned by one person. Has its own login, calendar, OneDrive, etc. anna.smith@sandiahomeowners.org Office staff and IT admins who need to log in to Microsoft 365 and perform admin tasks. Costs a license.
Shared mailbox
role@sandiahomeowners.org		 A mailbox tied to a position, not a person. Multiple licensed users can open it from their own account. Retains full email history across holders. president@sandiahomeowners.org
cscchair@sandiahomeowners.org		 Any role where you need: (a) a stable address that survives personnel changes, (b) email history inherited by the next holder, (c) the ability for multiple people to send/receive as that address.
Mailing list (Microsoft Group)
committee@sandiahomeowners.org		 A distribution group. Email sent to the address is delivered to every current member — including external guests who have no M365 license. csc@sandiahomeowners.org
shha-all@sandiahomeowners.org		 Any group of people who need to receive the same email. Most committees have one. No license cost for external members.
Alias
(additional address on an existing mailbox or group)		 An extra email address that delivers to an existing mailbox or group. Not a separate mailbox — just an alternative address for the same destination. wildfire@sandiahomeowners.org → delivers to the ESC group or a specific shared mailbox One-off or special-purpose addresses (task forces, events, topical inboxes) where you do not need a separate mailbox with its own history. Use when you want a memorable address that maps to something that already exists.

Which Pattern Do I Need?

Walk through these questions when planning a new email address:

  1. Does one specific person need to log in to M365 and perform admin tasks?
    • Yes → Personal mailbox (requires a license; talk to IT admin)
    • No → continue
  2. Does the address need its own persistent inbox that survives personnel changes?
    • Yes → Shared mailbox
    • No → continue
  3. Does the address need to deliver to a group of people?
    • Yes → Mailing list (Microsoft Group)
    • No → continue
  4. Do you just need a convenient address that routes to an existing mailbox or group?
    • Yes → Alias on the appropriate existing mailbox or group
    • No → talk to IT admin to figure out the right approach

Combining Patterns

For a full committee setup you typically create all three:

WhatPatternExample for a new "Wildfire Preparedness" task force
Committee mailing listMicrosoft GroupWPC@sandiahomeowners.org
Chair inboxShared mailboxWPCChair@sandiahomeowners.org
Friendly alias (optional)Alias on the groupwildfire@sandiahomeowners.org → delivers to WPC@

You generally do not need to create personal mailboxes for the members — external volunteers receive group email at their personal addresses (Gmail, Yahoo, etc.) at no license cost.

Archive Rule

Every mailing list (Microsoft Group) must include itadmin@sandiahomeowners.org as a member. This is the archive account that preserves all committee email for continuity and records. It is not monitored for support.

Cost Summary

PatternLicense cost
Personal mailboxRequires a paid M365 license
Shared mailboxFree (up to 50 GB; no license unless it exceeds the limit)
Mailing list (Group)Free
AliasFree (added to an existing mailbox or group)

Where to Go Next

Technical Reference

SOP: New Users, Mailboxes & Groups

This SOP is written for SHHA staff who are comfortable with basic Microsoft admin work and need a reliable step-by-step process for setting up new groups, shared mailboxes, and related addresses.

Start here every time: admin.microsoft.com

Quick Start: What Are You Trying to Set Up?

If you need...Go to this section
A new task-force or committee mailing address that sends to all membersSOP A: Create a Microsoft 365 Group (Mailing List)
A SharePoint document site for a new committee or task forceSOP: Create a Committee SharePoint Site
A role inbox for a chair or lead (keeps history when people rotate)SOP B: Create a Shared Mailbox
A friendly one-off address like wildfire@sandiahomeowners.orgSOP C: Add an Alias
An internal staff account with first.last@sandiahomeowners.org loginSOP D: Add a Licensed User
An external volunteer using Gmail/Yahoo/etc.SOP E: Add an External Guest

Task Force Fast Path (Most Common New Setup)

For a new short-term task force, the normal pattern is:

  1. Create a Microsoft 365 Group for the task-force mailing list.
  2. Add members (including external guests) and always include itadmin@sandiahomeowners.org.
  3. Create a Shared Mailbox for the task-force lead/chair if they need role continuity.
  4. Add an optional Alias (for example, wildfire@sandiahomeowners.org) if a friendlier address is useful.
  5. Confirm the Microsoft 365 group-connected SharePoint site exists; do not create a duplicate.
  6. Configure document permissions using SOP: Create a Committee SharePoint Site and send members the Committee SharePoint Guide.
  7. Test email delivery and update the Quick Links directory.

If you only need one address that emails the whole task force, do SOP A only.

SOP A: Create a Microsoft 365 Group (Mailing List)

Use this for: any committee/task-force address that should email all members.

Menu path: admin.microsoft.com → Teams & groups → Active teams & groups → Add a group

Step-by-step

  1. Open admin.microsoft.com and sign in.
  2. In the left menu, click Teams & groups.
  3. Click Active teams & groups.
  4. Click Add a group.
  5. Select Microsoft 365 as the group type, then click Next.
  6. Enter:
    • Name: Full task-force name (example: Wildfire Preparedness Task Force)
    • Description: Short purpose statement
    Click Next.
  7. Add at least one Owner (usually office staff), then click Next.
  8. Set:
    • Group email address (example: wildfiretf → wildfiretf@sandiahomeowners.org)
    • Privacy: usually Private
    • Leave "Create a team for this group" off unless Teams is explicitly needed
    Click Next then Create group.
  9. Open the new group, then go to Settings.
  10. Enable external email: turn on Let people outside the organization email this group.
  11. Enable inbox delivery: turn on Send copies of team emails and events to team members' inboxes.
  12. Go to Members → Add members.
  13. Add all task-force members (internal and external as available).
  14. Required: Add itadmin@sandiahomeowners.org as a member for archive continuity.
  15. Send a test email to the new group address and confirm delivery.

Done checklist

SOP B: Create a Shared Mailbox (Chair/Lead Inbox)

Use this for: role inboxes that must persist when people rotate (chair, lead, coordinator).

Menu path: admin.microsoft.com → Teams & groups → Shared mailboxes → Add a shared mailbox

Step-by-step

  1. In admin center, go to Teams & groups → Shared mailboxes.
  2. Click Add a shared mailbox.
  3. Enter:
    • Name (example: Wildfire Task Force Lead)
    • Email (example: wildfirelead → wildfirelead@sandiahomeowners.org)
  4. Click Save changes.
  5. Open the mailbox details and click Members → Edit → Add members.
  6. Add licensed users who should access the mailbox (usually current lead/chair and optional backup).
  7. Set Send As (or delegation) permissions for the same users.
  8. Ask one user to verify in outlook.com that:
    • The mailbox appears (or can be manually added)
    • They can receive mail
    • They can send with the shared mailbox in the From field

Important notes

SOP C: Add an Alias (One-Off Friendly Address)

Use this for: addresses like wildfire@sandiahomeowners.org that should route to an existing group or mailbox.

Menu path: admin.microsoft.com → select target group/mailbox → Email aliases / Email address settings

Step-by-step

  1. Decide destination first: should alias route to the group or the shared mailbox?
  2. For group destination:
    • Go to Teams & groups → Active teams & groups.
    • Select the group.
    • Open email settings and add alias address.
  3. For shared mailbox destination:
    • Go to Teams & groups → Shared mailboxes.
    • Select mailbox.
    • Open email settings and add alias address.
  4. Save changes.
  5. Send test email to alias and verify it arrives in the expected destination.

SOP D: Add a New Licensed User (Internal Staff)

Use this for: staff/admin accounts that need a personal Microsoft login (first.last@sandiahomeowners.org).

Menu path: admin.microsoft.com → Users → Active users → Add a user

Step-by-step

  1. Go to Users → Active users → Add a user.
  2. Enter name and username (first.last format).
  3. Generate temporary password and require password change at first sign-in.
  4. Assign correct M365 license.
  5. Finish adding user.
  6. Add user to appropriate groups/shared mailbox access as needed.

SOP E: Add an External Guest (Volunteer)

Use this for: most volunteers; avoids paid license cost.

Menu path: admin.microsoft.com → Users → Guest users (or Entra invite flow)

Step-by-step

  1. Invite external user with personal email address.
  2. Ask them to accept Microsoft invitation email.
  3. After acceptance, add them to needed Microsoft Groups.
  4. Verify they receive test group email.

Send The Onboarding Email

After setup and testing are complete, choose the matching message from Office Onboarding Email Templates. Replace every placeholder and test every link before sending.

Final Validation (Do This Before You Close the Ticket)

Where To Go Next

Technical Reference

SOP: Create a Committee SharePoint Site

Audience: SHHA office staff and IT administrators. This is not a committee-member task.

Goal: connect an existing committee Microsoft 365 group to its group-owned SharePoint document library, keep site-page administration with office staff, and give committee members read/write access to documents.

Before You Start

Write down these values before opening Microsoft 365:

Committee nameThe full display name
Microsoft 365 groupThe existing group/mailing-list name
Group emailThe committee mailing-list address
Expected site addresshttps://shha.sharepoint.com/sites/[GROUP-NAME]
Office ownersPrimary and backup office/admin accounts

The finished site should be Private. Office staff are Owners / Full Control. Committee members have Contribute access to documents and do not administer the home page.

Step 1: Find The Existing Group-Connected Site

A Microsoft 365 group normally provisions a connected SharePoint team site. If the mailing list already exists, do not begin by creating another site or group.

  1. Try https://shha.sharepoint.com/sites/[GROUP-NAME].
  2. If that does not open, go to admin.microsoft.com → Show all → Admin centers → SharePoint.
  3. Open Sites → Active sites.
  4. Search for both the committee's full name and group name.
  5. In the Microsoft 365 admin center, open Teams & groups → Active teams & groups, select the group, and confirm its type is Microsoft 365.

If the group-connected site appears in Active sites, open it and continue.

If the Microsoft 365 group exists but no connected site can be found, stop and contact IT. Do not create a similarly named standalone site. A duplicate separates mailing-list membership from document access.

Step 2: Confirm Office Staff Are Owners

  1. In the SharePoint admin center, open Sites → Active sites.
  2. Select the committee site.
  3. Select Membership.
  4. Confirm the primary and backup office/admin accounts are Owners or site admins.
  5. Add a backup office/admin owner if needed.
  6. Do not make the committee chair or ordinary committee members Owners.

Owners may edit the home page, navigation, permissions, and site settings. Keep that role with office staff.

Step 3: Give Members Document Access Without Site Editing

Microsoft normally gives group-connected team-site members Edit permission. SHHA uses Contribute so members can work with documents without managing lists or editing the site page.

  1. Open the committee SharePoint site.
  2. Select Settings → Site permissions.
  3. Select Advanced permissions settings.
  4. Select the SharePoint group whose name ends in Members. Do not select Owners or Visitors.
  5. Select Edit User Permissions.
  6. Clear Edit.
  7. Select Contribute.
  8. Select OK.

Do not remove the committee Microsoft 365 group from the site. Group membership keeps the mailing list and document access synchronized.

Step 4: Keep The Site Simple

A team site already includes a default Documents library. Do not create a second Documents library.

  1. Open Documents and confirm it works.
  2. Create a folder named Documents Shared with Board.
  3. If folder colors are available, apply the standard SHHA committee-folder color.
  4. Edit the left navigation and remove unused links. Keep the useful experience limited to Home and Documents.
  5. Do not delete the system Site Pages library; it supports the home page.

Step 5: Make The Home Page Minimal

Only office staff should edit the home page.

  1. From the home page, select Edit.
  2. Use the committee's full name as the title.
  3. Add: “Use the Documents library for committee files and enduring reference materials.”
  4. Add or keep an obvious link to Documents.
  5. Remove unnecessary news, activity, and decorative web parts.
  6. Republish the page.

Step 6: Add The Library To Office OneDrive

This is only for internal office users with SHHA Microsoft accounts. External users should never use OneDrive for committee documents; they use SharePoint in their browser.

  1. Sign in as the office user who needs the shortcut.
  2. Open the committee SharePoint site and then Documents.
  3. Select Add shortcut to OneDrive or Add shortcut to My files.
  4. Open that user's OneDrive and confirm the committee folder appears under My files.
  5. If the desktop OneDrive app is used, confirm the shortcut appears on that computer.
  6. Repeat while signed in as each internal office user who needs the shortcut.

The shortcut points to the group-owned SharePoint library. It does not copy files into a personal OneDrive.

Step 7: Test With An External Member

  1. Ask one existing external group member to open the committee SharePoint site using the same personal email address that received the Microsoft invitation.
  2. Confirm the member can open Documents.
  3. Have the member upload a temporary file named TEST - delete me.
  4. Confirm the member can edit, rename, move, and delete the test file.
  5. Confirm the member cannot edit the home page, navigation, permissions, or membership.
  6. Confirm someone outside the group cannot open the private site.
  7. Remind the external tester to bookmark the SharePoint site and not use OneDrive.

Step 8: Publish The Member Instructions

  1. Send members the Committee SharePoint Guide.
  2. Add the committee mailing list and SharePoint URL to Quick Links & Directory.
  3. Tell external members to bookmark the SharePoint site. Do not give them OneDrive instructions.

Final Checklist

Microsoft References

Operations & Administration

Systems inventory, security controls, HR and personnel management.

Operations & Administration

Systems Inventory

This page lists the technology systems SHHA uses. For each system, we document what it does, who administers it, and how it is accessed.

Items marked TODO need information filled in by someone with direct knowledge of that system.

1. Microsoft 365

Microsoft 365 is SHHA's primary platform for email, mailing lists (Microsoft Groups), shared role mailboxes, and file storage (SharePoint).

TypeCloud-based (Microsoft-hosted)
Primary adminAnna (office staff) handles day-to-day membership changes; IT admin handles mailbox permissions and configuration
Backup adminTODO: Identify and document a backup administrator
Loginadmin.microsoft.com (admin), outlook.com (email), SharePoint links (files)
LicensingOnly office staff and IT admin need paid licenses; volunteers are free external guests

2. QuickBooks

Used for SHHA financial accounting.

TypeCloud-based
Primary admin / userTODO: Who is the primary user? (Treasurer? Office staff?)
BackupTODO: Is there a backup user with access?
LoginTODO: URL and login method
NotesTODO: Version (Online vs Desktop), billing, who pays for the subscription

3. Membership Database

TODO: Document the membership database system.

System nameTODO: What system/software is used?
TypeTODO: Cloud-based or local?
Primary adminTODO: Is Ryan the primary outside admin?
Backup adminTODO: Is there a backup?
Data storedTODO: What member data is in this system? (names, addresses, dues status, etc.)

4. Gusto

Used for payroll and employee benefits administration.

TypeCloud-based
Primary adminTODO: Who manages Gusto? (Office manager? Treasurer?)
BackupTODO: Is there a backup admin?
Loginapp.gusto.com
NotesTODO: How many employees are on payroll? Billing responsibility?

5. SHHA Website

The public-facing website at sandiahomeowners.org.

TypeTODO: What platform/CMS runs the website? (WordPress, Squarespace, custom?)
HostingTODO: Where is it hosted? Cloud-based?
Primary ownerTODO: Who manages content updates?
Backup ownerTODO: Is there a backup person?
Outside consultantTODO: Is there a web consultant? If so, who? How are they paid?
LoginTODO: Admin URL and login method

6. GRIT Newsletter

The GRIT is SHHA's community newsletter, currently produced monthly.

Production toolTODO: What software is used for layout? (InDesign, Canva, Google Docs, etc.)
Distribution methodTODO: Print, email, or both?
Editor / layout personTODO: Who currently does layout and editing?
Gmail accountshhagrit@gmail.com — TODO: document what this Gmail is used for (submissions? Google Drive access? legacy?)
Related pageSee the GRIT Layout Monthly Guide in the Specialty Topics chapter for the step-by-step production process

7. Square

Used for Sandia Tram ticket sales and advertising payments.

TypeCloud-based
Primary userTODO: Who manages Square transactions?
BackupTODO: Is there a backup?
Loginsquareup.com
NotesTODO: What specific transactions go through Square? Revenue amounts?

8. DigitalOcean Productivity App Hosting

SHHA has a DigitalOcean droplet for hosting ad-hoc productivity apps: small internal tools that help office staff or volunteers with specific workflows but are not the public website and are not Microsoft 365 itself.

SHHA Reminders is one of these apps. It runs in Docker on the droplet, uses Caddy for HTTPS reverse proxying, and is available at https://reminders.sandiahomeowners.org. The app listens internally on port 3030, with Caddy proxying public HTTPS traffic to 127.0.0.1:3030.

HostingDigitalOcean droplet
Current appSHHA Reminders
Production URLhttps://reminders.sandiahomeowners.org
App directory/opt/shha/SHHA-emailer
Internal port3030
Reverse proxyCaddy
Operational files to back up.env, data/state.json, and /etc/caddy/Caddyfile
Secrets noteDo not commit the production .env file to git.

SHHA GitHub

SHHA's GitHub organization is https://github.com/Sandia-Heights-Homeowners-Association.

This is where SHHA stores source code and local documentation backups for technical projects. For access, contact Heidi.

9. Other Systems

TODO: Are there additional systems not listed above? Examples might include:

Operations & Administration

Controls & Security

This page documents access controls, cybersecurity practices, and data backup procedures for SHHA systems.

Items marked TODO need information filled in. These questions originated from Andrea's controls review.

Access Controls — Who Has Access to What?

Microsoft 365 Admin Access

Global AdministratorTODO: Who currently has Global Admin access? (There should be a primary and a backup.)
User / Group managementAnna (office staff) manages day-to-day membership. IT admin handles mailbox permissions.
Who manages access?TODO: Is there a documented process for granting/revoking admin access? Who approves changes?

Other System Access

SystemPrimary AccessBackup Access
QuickBooksTODOTODO
Membership DatabaseTODOTODO
Gusto (Payroll)TODOTODO
SHHA Website (admin)TODOTODO
SquareTODOTODO
Domain registrarTODOTODO
Google accountsTODOTODO

Cybersecurity

Current Practices

Data Access

Data Backup

Cloud-Based Systems

Most SHHA data resides in cloud services. Each provider has its own backup/redundancy:

SystemBackup Approach
Microsoft 365 (email, SharePoint)Microsoft provides built-in redundancy and retention policies. TODO: Do we have a separate backup solution (e.g., third-party M365 backup)? What are our retention policy settings?
QuickBooks OnlineIntuit maintains backups. TODO: Do we also export periodic backups locally?
GustoGusto maintains payroll records. TODO: Do we keep local copies of payroll reports?
SHHA WebsiteTODO: Who backs up the website? How often? Where are backups stored?
Membership DatabaseTODO: How is the membership database backed up?

Local Data

Other Security Considerations

Operations & Administration

HR & Personnel Management

This page covers staff management, outside consultants, and volunteer administration. Much of this is non-IT operational information.

Items marked TODO need information from someone with direct knowledge (e.g., Jim Stewart, current President, or office manager).

Staff Management

Current Staff

TODO: List current office staff positions and names (e.g., Office Manager, Administrative Assistant).

Evaluation & Compensation

Who gives yearly evaluations?TODO: (President? Executive Committee? Office manager for junior staff?)
Who sets salaries?TODO: (Board approval required? Budget process?)
Where are salary and benefits records?TODO: (Gusto? QuickBooks? Paper files?)

Hiring

Who hires new staff?TODO: (President? Executive Committee? Board vote?)
What is the hiring process?TODO: (Job posting, interviews, background check, Board approval?)

Work Priorities & Training

Who assigns work priorities?TODO: (President? Office manager self-directs?)
Who trains new staff?TODO: (Outgoing staff? Office manager? Written procedures?)
President's specific roleTODO: Does the President have a defined role in day-to-day staff management, or is it delegated?

Outside Consultants

TODO: Document each outside consultant or contracted service provider.

Firm / attorney nameTODO
CompensationTODO: Hourly, per project, or retainer?
Who oversees / approves work?TODO: (President? Board?)
Who manages expenditure rate?TODO

Web Consultant

Consultant name / firmTODO
CompensationTODO: Hourly, per project, or retainer?
Who oversees / approves work?TODO
Scope of workTODO: Website maintenance? Design? Both?

Other Consultants

TODO: Are there other outside consultants (accounting/audit, landscaping, etc.)? List them here.

Volunteer Management

Adding Volunteers to Committees

Who appoints committee members?TODO: President? Committee chair? Both? (Refer to SHHA Bylaws for the formal process.)
ProcessTODO: Document the step-by-step process for adding a new volunteer (nomination → approval → IT setup)
IT setup when addingCommittee chair notifies office staff → staff sends Microsoft invitation → volunteer accepts → staff adds to mailing list. See the Quick Start for New Volunteers page.

Removing Volunteers from Committees

ProcessTODO: Who initiates removal? (Chair? Volunteer self-removal? Board?)
IT cleanupOffice staff removes from mailing list; IT removes SharePoint and mailbox access if applicable.

Replacing a Committee Chair

ProcessTODO: (Refer to Bylaws — link needed.) Who nominates the new chair? Board approval required?
IT transitionShared role mailbox access is transferred (revoke outgoing, grant incoming). See the FAQ section on email transitions.

Insurance

E&O (Errors & Omissions) insuranceTODO: Do we have E&O coverage? What does it cover? Policy details?
General liability insuranceTODO: Coverage details? Does it extend to volunteers?
D&O (Directors & Officers)TODO: Do we have D&O insurance?
Cyber liabilityTODO: Do we have cyber liability coverage?
Insurance broker / carrierTODO: Company name and contact