update manual about indico

removed lots of outdated information:
- pre-workshop survey
- moderated registrations

some more emphasis on:
- emails going into spam filter
- to not clone access control lists

indico/hints.md

@@ -2,6 +2,14 @@
 
 ## Emailing people
 
+```{warning}
+Emailing registrants directly out of Indico risks that emails go into
+spam folders.
+
+Alternative is to export the list of addresses into a CSV file and
+to import the addresses into your institutional email system as BCC.
+```
+
 * Go to registration list
 * Filter people based on who you need
 * Select all (this selects only the visible people; you can confirm

indico/index.md

@@ -8,7 +8,5 @@ routinely use.
 ```{toctree}
 
 setup
-in-person
-online
 hints
 ```

indico/setup.md

@@ -3,7 +3,7 @@
 We use the NeIC Indico service, <https://indico.neic.no/>, so you need to create
 an account at <https://indico.neic.no/login/>.
 
-Radovan is manager of the CodeRefinery category in
+RB is manager of the CodeRefinery category in
 indico.neic.no and will need to grant you permissions to create event pages.
 
 To create a new workshop page, it is easiest to clone a previous event. This
@@ -20,12 +20,13 @@ which needs to be manually imported as a json file.
 - Go to admin mode (click the pen symbol on top toolbar, "Switch to the management area of this event").
 - Click the "Clone" button, and select "Clone Once". Click "Next" button.
 - For "What should be cloned", select
-  "Registration forms" (do not clone "ACLs and protection settings").
+  "Registration forms". **Do not clone** "ACLs and protection settings".
   Uncheck "Refresh user information". Click "Next".
 - Confirm category "CodeRefinery", and click "Next".
 - Select the start date and time of the workshop, click "Clone".
 - You are now on the cloned event page (confirm that the event number changed), and you should start updating the information.
 
+
 ### Update copied event information
 
 - Adjust permissions so that only the workshop organizer(s)/coordinator(s) has/have access to the forms and data.
@@ -36,48 +37,10 @@ which needs to be manually imported as a json file.
 - Click the "Manage" button on the "List of registration forms",
    - Click "Edit" on the "General settings"
    - Update the registration form name and both the fields "Contact info" and "List of recipients" with your own email address to get notifications on new registrations.
-   - **Waiting list:**
-   - *Indico doesn't have an actual waiting list functionality. To implement a waiting list, we use moderated registrations and confirm all registrations up to max capacity (eg. 40). Registrations after that up to maximum number of participants (eg. 60) are left unconfirmed and an email is sent manually from Indico to the registrant that they are on the waiting list. Now we have a waiting list of size 60 - 40 = 20.*
-   - Activate "Moderated" which will require each registration to be approved.
-   - Set maximum number of participants (after which registration is closed), this should be *room capacity* + *waiting list size*. Click "Save".
    - Then go back to "Manage" and verify and configure the "Registration Form":
      read all fields and check that nothing outdated has been cloned to this
      event. Adapt the dates.
 
-#### More information about the registration process
-
-- The Description field in the general settings should contain additional information about the registration process:
-   ```
-   Welcome to the registration page for the Online CodeRefinery workshop March 22-24 and 29-31!
-
-   To complete your registration, you need to:
-
-   1) Enter your registration details by clicking the "Register now" button below.
-   2) Fill in the pre-workshop survey by clicking the "Fill out the survey" button below.
-
-   Confirmation email
-   After filling out the registration form you will receive an automatic
-   confirmation email, but please note that all registrations go to a waiting
-   list first. Please contact to [email protected] if you don't receive
-   this confirmation email within a couple of days after signing-up. 
-
-   Questions?
-   If you have any questions about your registration status, please write to [email protected].
-
-   Looking forward to seeing you at the workshop!
-   ```
-
-### Import survey
-
-- Now click "Surveys" from the left hand menu. You will now import the standard pre-workshop survey from a json file.
-- Go to <https://github.com/coderefinery/pre-workshop-survey> and clone the repository.
-- Go back to the Indico Surveys page, and click "Create survey"
-- Name the survey "Pre-workshop survey", enable the option "Anonymous submissions" and disable "Only logged-in users". Click "Save".
-- Back on the "Surveys" page, click "Manage" on the newly created "Pre-workshop-survey" survey.
-- It will say "Survey not ready". Click "Prepare questionnaire".
-- Click the "Import" button, click "Choose from your computer", and find the file exported-survey.json" from the pre-workshop-survey repository you cloned. Click "Save".
-- Go back to the survey page (click "Surveys" on the left), and click "Manage". Click the "Open now" button to let the survey go live.
-
 
 ### Open registration