Some community members have been helping with the Learn WordPress workshop and discussion group facilitator application vetting process. I’m writing this post to clarify the current shape of the vetting process and present some suggestions.

This task is something any interested deputy can do and is similar to WordCamp/Meetup vetting in most of the parts. Leave a comment if you are interested in helping!

What has been done

• Created a HelpScout inbox for Learn WordPress
• Published Vetting applications handbook page on the Learn site
• Created HelpScout predefined reply templates

Current Process

Currently, the workshop vetting process goes like this:

1. A contributor submits the workshop presenter form
2. The information is saved as a Workshop custom post type (CPT) entry on learn.wordpress.org
3. A deputy checks the “Needs Vetting” status workshop posts from the backend of the Learn site
4. They vet the applicant based on the handbook
5. They review the contents
6. They send a new message on HelpScout (requesting more info, approving, or declining)

Generally speaking the process is well-established and smooth. 

Small Pain Points

What I find difficult is step 5 when the person is fully qualified but I don’t have enough technical or editorial knowledge to make a decision on the proposed content.

Problem:  We don’t really have a way to connect each workshop with the relevant HelpScout message because currently there isn’t any field in the workshop CPT to add private notes. 

Ideas for Improvement

These are some ideas

• Contact the subject matter expert from the Training Team at step 5 above when there’s a doubt about the contents.
  • We could share the unpublished workshop URL in the #training Slack channel, like this.
  • When Slack is not an appropriate place for discussion, can we assign one of the Training Team members in HelpScout and discuss it there?
• Make sure to connect the workshop application with a HelpScout message
  • For now, we can add a note with a workshop URL to a related HelpScout message (this will at least solve the issue on one side)
  • Add a field to add HelpScout URL in the workshop CPT, similar to WordCamp and Meetup vetting (only add the URL and write vetting notes to a HS note) – enable this through EditFlow?

Thanks for sharing your insights to this post before publishing! @harishanker @evarlese @_dorsvenabili